Agenda and minutes

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

            The minutes of the meetings of 8th and 22nd May 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 June, subject to:

(i)     the omission of that portion of the minute of 8th May under the heading “Review of Public Administration – Transition Committee in Statute” in so far as it related to Question 8 of the Council’s response to the consultation document which, at the request of Councillor Mullaghan, had been taken back to the Committee for further consideration; and

(ii)    the omission of the minute of 22nd May under the heading “Consultation on Severance Arrangements for Councillors” which, at the request of Councillor Humphrey, had been taken back to the Committee for further consideration.

            The Chief Executive referred to the racist attacks which had occurred recently in the City.  He outlined the actions which were being undertaken by the Council and other statutory agencies to assist those Romanian families which had been affected.

Noted.

            The Chief Executive referred also to the illegal encampment by a Traveller family at the front of the City Hall.  He advised that the Director of Legal Services was working with other relevant statutory agencies, including the Northern Ireland Housing Executive and the Police Service of Northern Ireland, to have the family moved on to a safe location.

            The Committee recognised that the parking of caravans immediately in front of the City Hall gates was wholly inappropriate and authorised the Chief Executive and the Director of Legal Services to take all necessary steps to ensure the removal of the encampment.

(To consider further that portion of the minute of the meeting of 8^th May under the heading “Review of Public Administration  - Transition Committee in Statute” in so far as it related to  question 8 of the consultation response which, at the request of Councillor  Mullaghan was taken back to the Committee for further consideration.)

            The Committee considered further that portion of the minute of the meeting of 8th May in relation to Question 8 of the Council’s response to the consultation document in respect of the establishment of the Transition Committee in Statute.  An extract in that regard is set out hereunder:

“Q8     Do you agree that ‘call-in’ and Qualified Majority Voting (QVM) procedures should be available for the operation of Transition Committees?

            Belfast City Council would be opposed to the proposition that a ‘call-in’ or ‘Qualified Majority Voting’ mechanism would be put in place to challenge the decisions taken by the Transition Committees.  This has the potential to significantly delay the decision-making process and indeed could adversely impact upon the entire RPA timetable.”

            The Principal Committee Administrator advised the Committee that he had spoken with Councillor Mullaghan, at whose request the minute had been taken back, and had advised him that the closing date for the receipt of responses to the consultation document had passed and the Department of the Environment had indicated that it would be unable to take into consideration any comments made by the Council in relation to Question 8.  However, he had advised Councillor Mullaghan also that the Council would have a further opportunity to comment in relation to “call-in” and “weighted majority voting” at a later date when further consultation was being undertaken in connection with the Local Government Reorganisation Bill.

            The Committee noted the comments of the Principal Committee Administrator. 

(To consider further the minute of the meeting of 22^nd May under the heading “Consultation on Severance Arrangements for Councillors” which, at the request of Councillor Humphrey, was taken back to the Committee for further consideration.)

            The Committee considered further the minute of the meeting of 22nd May under the heading “Consultation on Severance Arrangements for Councillors”.  A copy of the minute in that regard is set out hereunder:

      “The Committee considered the undernoted report in relation to the Department of the Environment’s consultation paper on severance arrangements for Councillors:

‘Purpose of Report

      To submit for the consideration of the Committee a report regarding the consultation document which has been issued by the Department of the Environment entitled ‘Severance Arrangements for Councillors’.

Summary of the Consultation Document

      Under the Review of Public Administration, the Executive has proposed severance arrangements as a way of recognising the contribution which long serving Councillors who choose to stand down have made to their local area and to Northern Ireland as a whole. It is also one of the preliminary steps for the reorganisation of Local Government in 2011.

      The consultation document puts forward a number of options for possible severance arrangements, including the calculation of the amount of money which could be paid to an individual Councillor, the timing of any scheme and how the associated costs should be met.

      Calculation of Award

      The Department has set out two options for how severance might be calculated. These are:

·         a set amount for each year of service as a Councillor

severance could be calculated at a set amount per year, with a possible maximum period of qualifying service. The examples given are £1,000 per year up to a maximum qualifying period of either 36 years (setting a cap of £36,000) or up to a maximum period of 25 years (£25,000) or a maximum period of 20 years (£20,000).

·         level of award grouped by a number of bands according to length of service the level of the award could be determined under a banding system. The example given is Councillors who have served between eight and 10 years would receive £10,000, Councillors who have served more than 10 years but under 15 years would be awarded £15,000 and Councillors who have spent more than 15 years in Local Government would receive £20,000.

      Meeting the Costs of the Awards

      Again two options are suggested by the Department for meeting the costs involved. The first option is that, given that the reorganisation of Local Government is a Central Government initiative, the cost should be met by Central Government. The second option is that Local Government should meet the costs as severance payments are essentially recognition of long service by locally-elected representatives.

      Timing of the Scheme

      The Department has identified three possible options for the introduction of the scheme. These are:

·         in January 2010

·         in January 2011 prior to the Local Government Elections 

·         at the end of the current Local Government term in 2011.

      Eligibility

      The consultation document proposes that MLAs, MPs, MEPs and Members of the House of Lords be not eligible for severance. This has been the approach adopted by the Welsh and Scottish devolved administrations.

      The consultation document also asks  ...  view the full minutes text for item 6.

            The Committee considered the undernoted report:

“1.0     Relevant Background Information

1.1       The Review of Public Administration (RPA) process is now entering into the critical stage of implementation whereby primary legislation is being drafted, implementation structures established and active consideration being given to the transitional arrangements to be put in place to support local government reform within Northern Ireland together with ongoing transfer of functions issues. 

2.0       Key Issues

2.1       Timetable

2.1.1    The key driver over the next number of months will be the legislative timetable and the need to ensure that the Council is geared up and prepared to engage within this process (e.g. agreed corporate positions on those key policy proposals emerging from the Policy Development Panels which will shape the legislation; develop an understanding of the consequences for the Council; build political awareness and a constituency around the key areas of concern etc).  In terms of key milestones in the process:

§         June – September 2009 - within the next number of weeks the DoE are scheduled to release two major consultation exercises on the Local Government (Finance) Bill and the Local Government (Reorganisation) Bill which will significantly dictate the future shape and operation of councils post RPA. 

§         30th June - Boundary Commissioner to release  final recommendations on new Local Government Boundaries

§         May 2011 - Elections to new Councils

2.2       Transition Committee/Transition Management Teams –

            Key Tasks and Milestones

2.2.1    The DoE has recently issued an Advisory Note which sets out the proposed key tasks and milestones for Transition Committees and Transition Management Teams.  Whilst Belfast City Council stands in somewhat of a different position to its local government counterparts, it will still need to be cognisant of the proposed programme of work and key milestones to be put in place around the RPA.  Accordingly, relevant strands of work have been incorporated within the Council’s own implementation plan.

2.2.2    Work is currently underway to translate this Advisory Note into a detailed high-level RPA Implementation (transition) Plan for Belfast City Council.  It would be intended that this initial plan would form the basis of a Forward Work Plan for the committee in regards to those important RPA related issues which need to be taken forward and aligned to the overall RPA implementation programme.

2.2.3    Subsequently, it is proposed that a familiarisation workshop be scheduled, for August 2009, with the newly appointed Members of the Council’s Strategic Policy and Resources Committee to examine the respective roles and responsibilities of the Committee within its capacity as the Council’s RPA Transition Committee and to seek early political direction and buy-in to an RPA ‘Forward Work Plan’ for the Committee which is aligned to the overall RPA implementation programme.

2.2.4    Inevitably, the level of RPA related activity will grow in intensity and scope throughout the transition period and its management and delivery must be adequately resourced and co-ordinated. It is important to recognise that planning is a process of constant review, re-prioritisation, refinement and refocusing of effort and resource in line  ...  view the full minutes text for item 7a

            The Committee considered the undernoted report in relation to the Review of the Centre of the Organisation:

“Relevant Background Information

      The purpose of this report is to present to Members the findings of the Review of the Centre and to discuss a way forward in terms of both agreeing the recommendations and implementing them.

      The Review of the Centre covers the Chief Executive’s Department, Legal Services, Corporate Services and Core Improvement. It was initiated in agreement with Members in recognition that a number of issues facing the council require addressing. These issues include:

·         the negative impact of the economic recession on council income in terms of fees and charges and the district rate;

·         the potential for reduced levels of public money available for investment in Belfast;

·         the Review of Public Administration will increase the range of services provided and the size of the population to be served;

·         the council has already made nearly £7.0m in cash savings over the past four years and needs to find more transformational ways of delivering further savings;

·         how best the centre of the organisation can best  support Members to meet the key strategic challenge of:

·         integrating functional service delivery with thematic priorities;

·         meeting need at a local level;

·         developing the council’s place-shaping role in the city; and

·         keeping rates increases to a minimum;

·         the need to better manage the risk of major projects as highlighted by the Local Government Auditor; and

·         the replacement of the Director of Corporate Services and the interim position of the Director of Improvement.

      In summary, the aim of the review which is set at a high level is to support the development of an effective corporate centre that fully supports the organisation’s requirements whilst, at the same providing value for money to the ratepayer.

      The review was carried out by Sector Projects and the Executive Summary of their report is attached. Sector talked to Members, 50 senior officers, and staff representatives as part of the review.

Key Issues

      The following is a summary of the key Sector’s key findings and recommendations:

      Findings

·         The findings of the review support the steps already taken by Members to create a fit for purpose organisation.

·         The corporate centre employs just over 28% of council staff and accounts for 30% of council expenditure. This is large compared to local authorities in the United Kingdom.

·         Sector estimate that at least £1m cash savings can be achieved over the next three years if the recommendations contained in the report are implemented.

·         There is an opportunity to reduce overlap and duplication both at the centre and between the centre and the support functions within departments.

·         There is a need for central services to find better ways to demonstrate value for money provided.

·         There is an urgent need to improve  governance and control of both finance and HR functions.

·         Sector supports the moves by Members to improve performance management across the organisation.

·         Sector recognises the need to properly resource customer focus work and the transformation and  ...  view the full minutes text for item 8a

The Chairman, Councillor Hartley, to raise.

            In accordance with Notice on the Agenda, the Chairman (Councillor Hartley) requested that the Committee give consideration to changing the time of the meeting on 7th August from 12.30 p.m. to 10.00 a.m.

            The Committee agreed to the change of time.

            The Committee deferred consideration of a report in relation to the Lord Mayor’s Personal Allowance to enable further information to be obtained.

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

            In response to a Member’s question, the Principal Committee Administrator indicated that the recommendations had been based on the criteria which had been approved by the Committee at its meeting on 26th September, 2003.  The criteria governed the granting of the use of accommodation in the City Hall to those bodies and organisations which were able to demonstrate that their events would contribute to the achievement of one or more of the Council’s Strategic Objectives.  He pointed out that the Committee, the previous month, had revised its Strategic Objectives and therefore the criteria for the use of accommodation in the City Hall and the provision of Civic Hospitality was being revised currently also and a report thereon would be submitted to the Committee in August.  He undertook to append to future reports a copy of the criteria for the use of the City Hall.

            The Committee noted the information which had  ...  view the full minutes text for item 10a

            (Mrs. M. T. McGivern, Director of Development, attended in connection with this item.)

            The Director of Development advised the Members that, following its closure for refurbishment for eighteen months at a cost of £11 million, the reopening of the City Hall would be a key event in the 2009 Celebrations which the Council had been co-ordinating with other stakeholders in the City.  The Director of Development explained that she had been tasked to lead a cross?Departmental group to consider and bring forward ideas and plans for the formal and public reopening of the City Hall.

            The group had considered its task in the context of the following issues:

·         any reopening of the City Hall should aim to maximise the number of individuals and groups visiting the refurbished building and encourage the ongoing ‘openness’ of the Hall to the citizens of and visitors to the City; and

·         the current economic climate meant that the optimisation of any existing and available resources should be utilised rather than seeking to expend additional resources.

            As a consequence, it was recommended that the reopening should take place over a number of days rather than as a one-off event, thereby increasing the number of visitors, and should occur at a time when it could be linked to and utilise other events taking place in Belfast.  Taking everything into account, the period from 17th till 31st October, 2009 had been deemed to be the most appropriate for the holding of events to mark the reopening.

            The draft programme included some new events but also utilised a number of events which had already been planned for that period.  The programme also linked the Festival at Queen’s, Belfast Fashion Week and the Hallowe’en Festival in order to maximise impact.  It would serve also to kick-start a very significant events programme for the City from mid?October right up to Christmas which could tie in with the tourism and retail strategy.  The Director stated that the programme, a copy of which had previously been circulated, set out the events and associated costs, indicated the various groups and categories which were targeted and sought to attract as wide a range of people as possible and to utilise existing budgets.  In addition, negotiations had been taking place with the Ulster Architectural Heritage Society to produce an architectural history of the City Hall in time for the reopening at an approximate cost of £13,000.

            After a lengthy discussion, the Committee:

(i)      approved the reopening programme, subject to the inclusion of an event detailing the Council’s contribution to the economic life of the City and those services which it delivered to the public and to the omission of the holding of a civic dinner;

(ii)     agreed that a further report which provided appropriate alternative options for the holding of community-based events instead of the holding of a civic dinner be submitted to its next meeting; and

(iii)    approved also the production of a book on the architectural history of the  ...  view the full minutes text for item 10b

(To follow)

            The Committee approved and adopted the minutes of the meeting of the Audit Panel of 15th June.

            The Committee was advised that the Local Government (Accounts and Audit) Regulations (Northern Ireland) 2006 required the Council to approve by resolution the Statement of Accounts as soon as reasonably practicable and in any event before 30th June immediately following the end of the financial year.  The Director of Corporate Services submitted for the Committee’s consideration the Council’s Statement of Accounts and Financial Report for the year ended 31st March, 2009.  The report explained the Council’s finances during the previous financial year and its financial position at the end of that year.  The Director confirmed that the Statement of Accounts for the year ended 31st March, 2009 had been prepared in the form directed by the Department of the Environment and, in his opinion, presented fairly the income and expenditure and cash flows for the financial year and the financial position as at the end of the financial year.

            He explained that, during the year, the Council had reported a reduction on the District Fund balance of £3,274,966.  This had reduced the credit balance on the District Fund reserves to £3,069,851, which was approximately 1.7% of annual gross expenditure, or 2.1% of net operating expenditure.

            The reduction had been made up as follows:

            The Council aimed currently to maintain the level of District Fund Reserves in the region of 5% of annual gross expenditure.  Currently, the Chartered Institute of Public Finance and Accountancy did not define a minimum or maximum level of reserves but rather felt it appropriate for Local Authorities, on the advice of their finance directors, to make their own judgement on such matters taking into account all the relevant local circumstances.

            The Director reported that the Council’s Reserves were made up currently of the following:

District Fund - £3,069,851

These could be used to supplement income and unexpected expenditure in future years

City Investment Fund - £4,385,110

The City Investment Fund had been created to give a clear demonstration of the Council’s wish to contribute to the vibrancy, prosperity, culture and attractiveness of the City.  The Committee, at its meeting on 14th December, 2007, had agreed that the cash flow requirements necessary to establish the Fund and had indicated that in the 2008/09 financial year £1 million was to be allocated from reserves and income received from the sale of land to the Department for Regional Development in relation to the M1 upgrade, which amounted to £1,428,885.  In addition, £118,775 had been drawn down from the reserve during the year in relation to the Connswater Greenway and Titanic Project.

Capital Receipts Reserve - £860,000

These were capital receipts which had originated primarily from the sale of assets and which had not yet been used to finance capital expenditure.

Repairs and Renewals Fund - £14,617,208

This Fund had been established under Section 56 of  ...  view the full minutes text for item 11b

            The Committee approved the minutes of the meeting of the Budget and Transformation Panel of 5th June.

            The Committee was reminded that, at its meeting on 17th October, it had agreed to establish a Service Level Agreement between the Council and the Land and Property Services Agency for the overall service which was provided by the Agency.  Over the previous year the Council had established a good working relationship with Land and Property Services, with the Building Control Service having already established a formal agreement in regard to notifications of new and altered buildings.  It had been argued that by entering into a Service Level Agreement with Land and Property Services, the Council would be better placed to work with the Agency to improve its key processes and to ensure that it provided value for money to both the Council and the ratepayers of Belfast.  The Director of Corporate Services explained that the agreement which was being recommended to the Committee was better known as a Memorandum of Understanding rather than a Service Level Agreement since this better reflected not just the current level of service but also the need to improve.  The Memorandum had been reviewed independently on behalf of the Council by the Institute of Revenue, Rating and Valuation and its overall aims were as follows:

·         to provide a framework for Land and Property Services and the Council to work in a spirit of collaboration, thereby assisting each other in the delivery of their corporate objectives;

·         to maximise the proportion of rates collected and to create further equity in the rating system within the Council area through the provision of timely and accurate information; and

·         to assist in the economic development of the Council area through the sharing of timely, accurate and current information, including in the areas of robust financial planning and spatial referencing of property through addressing and mapping, as well as the registration of properties throughout the Council area in the Land Register and effective asset management.

            The Memorandum covered key areas of concern raised by Members, such as the maintenance of the Valuation List, vacant property control, the provision of Estimated Penny Product information, the cost of collection, irrecoverables, Valuation Tribunal and Lands Tribunal decisions and legislative and policy changes.  It highlighted also areas for specific focus in 2009/10 and it recommended that priority be given to the following:

·         agreeing performance indicators, informed by benchmarking and consideration of best practice;

·         robust management of vacant property listings in conformance with the Land and Property Services Vacancy Strategy; and

·         robust management of rating debts so as to maximise recovery and minimise irrecoverables.

            Formal reviews of the Memorandum of Understanding would be held biannually, which would involve senior managers from both the Council and the Agency.  The outcomes of those reviews would be reported to the Committee in due course.

            The Committee agreed to adopt the Memorandum of Understanding between the Council and the Land and Property Services Agency.

            The Committee was reminded that, as part of the process for developing the 2008-2011 Corporate Plan, Members had identified a number of cross-cutting priorities, such as creating a safer City and providing better services for younger people and older people, which could not be delivered solely within functional budgets.  Accordingly, when agreeing the revenue estimates for the current year, the Committee had agreed that a “thematic budget” of £500,000 should be created to support the implementation of the themes within the Corporate Plan.

            The Chief Executive stated that the cross-Departmental nature of the work involved in the thematic areas meant that a number of Departments, Working Groups and Committees were involved in their development and implementation.  Accordingly, it was recommended that the Committee make a broad budget allocation to each of the themes so that the Working Groups and Committees responsible could implement a number of projects within the set amounts.  The proposed allocation, which is set out hereunder, was based upon an initial scoping of possible projects and programmes which had the potential to be delivered during 2009/10:

            The Chief Executive explained that a specific request had already been received from the Health and Environmental Services Committee for support from the safer City allocation for the City-wide community safety warden scheme.  At its meeting on 3rd June, that Committee had agreed that a request be submitted to the Strategic Policy and Resources Committee in respect to the safer city theme.  The Committee had agreed to a proposal to the rollout of a City-wide community safety warden scheme from the summer of 2009, subject to funding being secured from the Council and external agencies.  The project was dependant upon funds from the Council to lever in partner funds, totalling £491,000, and accordingly the Health and Environmental Services Committee had requested that £100,000 from the Corporate Plan Thematic Budget be allocated for that purpose.  The request was being submitted to the Committee at this stage since the current warden posts were due to be terminated at the end of June and a commitment needed to be made in order to ensure that the gap in service delivery was kept to a minimum.

            The Committee approved the broad allocation of the thematic budget as set out above and noted that further updates on the expenditure of the budget would be submitted to the Committee.  The Committee agreed also that £100,000 of the Safer City budget be allocated to the City-wide warden scheme in order to secure partner funds for the project.

            The Committee was reminded that, at its meeting on 14th November, it had agreed to provide funding to the Be Your Best Foundation in respect of the Belfast Rock Challenge, a drug and crime prevention event which had been held in the Belfast Waterfront Hall.  It was reported that Ashfield Girls School had qualified from the Belfast event and had attended the United Kingdom Northern Region winners final which had been held in Grimsby in May.  The school had achieved further success at that event and had now qualified for the United Kingdom national finals, which were due to take place in Sheffield in July.

            At Ashfield, participation in Rock Challenge was an extra-curricular activity involving considerable voluntary input from teachers on parent support groups.  The School proposed to take the entire cast of approximately 140 pupils, accompanied by 17 volunteer teaching staff, to the event in Sheffield.  The cost for the group to attend had been estimated at £20,000, which included the hire of transport for participants and the transfer of props, staging and costumes.  No specific funding for attending the event was available from the Department of Education, although a contribution from the school general budget was being considered.  Support of £5,000 had, to date, been received from private sector sponsors.

            It was recommended that the Committee approve a “one-off” contribution of £2,000 towards the participation of Ashfield Girls School in the first United Kingdom national final of the Rock Challenge award.

            The Committee adopted the recommendation and

      Resolved – That funding of £2,000 be approved in respect of the aforementioned event under Section 115 of the Local Government Act (Northern Ireland) 1972, 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 payments to be made.

            The Committee granted authority for the commencement of tendering exercises and delegated authority to the Directors of Corporate Services and Improvement, in accordance with the Scheme of Delegation, to accept the most advantageous tenders received in respect of the following:

(i)      a framework agreement for the supply of workstations and laptops;

(ii)     the supply of employment agency assignments;

(iii)    window cleaning services at an approximate cost of £23,500 per annum.  The contract to be awarded for a period of one year, with an option to renew for a further two years;

(iv)    the supply and fitting of hydraulic hoses, the annual cost of which was approximately £10,500, with the contract to be for a one year period, with the option to renew for a further two years; and

(v)     the provision of a vehicle inspection service at an annual cost of £15,000.  The contract being for a one year period, with the option to renew for a further two years.

            The Committee noted that the tenders would be evaluated using pre?determined criteria.

            The Committee was advised that an in-ground gas extraction system on the Dargan Crescent area of the Duncrue Industrial Estate had been in operation for many years for the protection of buildings from the hazards associated with the potential ingress of landfill gas.  The Council was required, in accordance with legislation, to undertake steps to mitigate any risks arising from methane which might emanate from the ground in that area and, since the existing gas extraction system had reached the end of its useful life, it was essential that it was replaced for reasons of health and safety.  The Committee had previously approved the acceptance of a tender under the general scheme of delegation for the aforementioned system.  However, the tender which had been recommended for acceptance had been significantly in excess of the approved budget and, in accordance with financial regulations, the tender was being presented for the Committee for specific approval.

            The Director of Improvement reported that the tenders had initially been invited in December, 2008 from a select list.  However, only one contractor had returned a tender, which had been in excess of £900,000.  This had been considered to be excessive and tenders had been re-invited using an open tendering process.

            He explained that three tenders had subsequently been received and these had been evaluated in line with the Council’s procurement procedures.  The most advantageous tender, which was also the lowest submitted, was that of Earney Contracts in the sum of £455,990.61 and it was recommended that this be accepted.

            The current capital programme included an amount of £320,000 for this proposal which had been based on an initial assessment provided by the Council’s Consulting Engineer who had advised in relation to the management of the landfill gas.  A subsequent updated estimate of £425,350 had been provided in December, 2008.  The updated pre-tender estimate had not included additional items which had been added prior to the tender process to allow for off-site disposal of potentially unsuitable material to landfill at a cost of approximately £30,000.  The estimate might also have underestimated the premium attached by tendering firms in respect of the difficulty of working in an operational industrial estate and the uncertainty in the pricing of pipework and fittings which was a significant component of the project and was susceptible to the fluctuating price of petroleum.  There appeared also to be a shortage of contracting organisations willing to undertake such a complex and specialist project, thereby resulting in less competition for the contract.

            As the project had been tendered twice already, it was unlikely that further re?tendering would result in any appreciable cost reduction.

            The financial position of the proposal was as follows:

            The Committee approved the acceptance of the tender submitted by Earney Contracts in the sum of £455,990.61 and the making of an application to the Department of the Environment for the sanction  ...  view the full minutes text for item 11h

            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 considered the undernoted report:

“Relevant Background Information

      The Parks & Leisure Committee, at their meeting on 11 May 2009, to which Members of the Development Committee were invited, adopted the recommendation to note the current position and agreed:

1.   that the Council should proceed with the development of facilities comprising one grass pitch, one 3G pitch, changing accommodation with attached community rooms, outdoor play areas at Loughside/Mount Vernon, general open space and associated works; subject to planning permission being approved for the overall joint development proposals and payment of the £14.051m capital receipt by Bayshore Developments Ltd. on completion of the sale; and

2.   to commend the decision of the Committee to the Strategic Policy and Resources Committee.  At their meeting on 22 May 2009, the Strategic Policy & Resources Committee agreed to defer for one month consideration of a report in relation to the development of the Loughside Park to enable further information to be provided.

Key Issues

      The overriding issue to ensure that monies are released and that this scheme goes forward is to obtain planning permission, which, in turn, is dependent on putting back adequate facilities.

      The decision of the Community & Recreation Committee in January 2007 (to provide a replacement pitch, play area and a community focussed facility at Loughside and a kickabout/activity area at Mount Vernon) was unlikely to obtain planning permission as the Planning Service had difficulties, both with loss of open space and with additional retail provision arising from the developer’s proposals.

      The latter point has been improved through the change in the deal to bring in Asda as the main retail tenant.   The issue of the single pitch and what exactly was meant by a community focussed facility needed to be addressed by Council staff in Parks and Community Services.

      In working up the detail of specification for the Council facilities with the Parks & Leisure and Development Departments, an Economic Appraisal was commissioned to provide an independent assessment of the proposals. This was carried out in accordance with the Northern Ireland Practical Guide to the Green Book (as published by the Department of Finance and Personnel).

      Economic Appraisal is considered to be a key tool for achieving value for money and satisfying public accountability requirements and is based on an assessment of needs, objectives, options, costs, benefits, risks, funding, affordability and other factors relevant to spending decisions.

      Although the Community & Recreation Committee had previously decided that a community focussed facility and single pitch should be provided, the Economic Appraisal took other factors and changed circumstances into account.

B                             Strategic Policy and Resources Committee,

1232                                          Friday, 19th June, 2009

      These included:

§         The community consultation, carried out in October 2006;

-  which indicated that the sports element was essential and that community meeting rooms would be adequate;

§         Planning Service’s comments regarding the lack of need for significant additional retail space and reduction in open space;

-  this has been addressed by the inclusion of Asda as the anchor  ...  view the full minutes text for item 13a

Moved by Councillor Lavery,

Seconded by Councillor Convery,

      That the Committee agrees to adopt the recommendations in relation to the development at Loughside.

            On a vote by show of hands eight Members voted for the proposal and five against and it was accordingly declared carried.

            The Committee agreed to defer consideration of a report in relation to the lease at the Ormeau Business Park to enable legal advice to be obtained and, following which, to receive if necessary representatives of the Board of the Ormeau Business Park.

            The Committee considered the undernoted report in relation to the proposed surrender of the lease at Whiterock Close:

“Relevant Background Information

      By a 99 year lease dated 29 December 1999 the Council leased approximately 0.74 acres of land at Whiterock Close to the Trustees of BlackmountainIrish Medium School.  The lease limits use of the site to ‘school facilities’.  Some time in 2005 the school moved its operations to a new location and the land has lain vacant since then.

      In the intervening period some of the school Trustees have sought to enter arrangements with the Council to allow commercial development on the site.  While seeking to resist this approach officers have also been conscious that voluntary surrender of the lease represented the most appropriate solution for the Council and the local community.  The Trustees have recently indicated that they would consider surrender of the lease to the Council.

      Engagement with the local community has produced a level of support for the development of mainly community based facilities on undeveloped Council land at Whiterock.  Such development could be enhanced by inclusion of the school site and there is local support for the Council in its efforts to either have re-use of the site by the school (in accordance with the terms of the lease), or failing that, to recover possession of the site.  This local support has resulted in a willingness by two of the four school Trustees to agree to surrender of the 99 year lease and return the land to Council control.  It is understood from the school Principal that the agreement of the remaining Trustees will also be forthcoming.

      There are a number of potential benefits to the Council from the availability of this land.  These include (subject to budget availability) the potential development of additional car parking for users of the Council’s Leisure Centre and synthetic pitch.  The site could also provide greater scope for development of more accessible play facilities for young children.  Subject to further consultation with the local community and planning constraints, return of this land could also assist in making portions of the Whiterock site available for limited commercial use.

      Since the school vacated the site in 2005 there has been some difficulty in obtaining regular payment of rent.  The current rent is £6500 per annum is payable quarterly in advance.  The arrears have accumulated over a period of 5 years and although there have been periodic payments made by the individual Trustees, the overall level of arrears has continued to increase.  Therefore although the last payment was made in April 2008 (to cover 2006 invoices), the total level of rent arrears now stands at £19,500.  The the levels of invoices and arrears accumulated over the period since the site was vacated by the school in 2005 has been circulated for the information of the Members.

Key Issues

-   There is potential to recover possession of approximately three quarters of an acre of land, bring it back under Council  ...  view the full minutes text for item 14b

            The Committee considered the undernoted report in relation to the disposal of a number of portions of land:

“Item 1.  Land at Glen Road (adj. St Teresa’s GAC)

Background information

      The Strategic Policy and Resources Committee, at their meeting on 21 September 2007, agreed in principle to the proposed disposal of an area of land at Glen Road from Belfast City Council to Oaklee Housing Association subject to agreement on the terms of the disposal.

      NIHE had nominated Oaklee Housing Association to develop this site for social housing and Oaklee have now prepared a proposed housing scheme, comprising 18 no. social housing units (17 no. general needs houses and 1 no. wheelchair bungalow). The long linear nature and topography of the site has influenced the density and layout of the proposed scheme. 

      The total site area extends to 1.54 acres, which includes a portion of undeveloped land (0.696 acre) currently forming part a site leased by the Council to St. Teresa’s GAC.  St Teresa’s GAC occupy the adjoining lands for use as playing pitches and a clubhouse, by way of a 99 year lease with the Council.  A copy of a map is showing the total site edged red with the St Teresa’s GAC portion shaded blue has been circulated.  Negotiations have taken place between the Council and St Teresa’s GAC regarding the surrender of this portion of their leased site in return for a premium.  St Teresa’s GAC have recently indicated their agreement in principle to this surrender subject to agreement on the detailed terms. 

      The land has been independently valued for the Council, and following protracted negotiations with Oaklee Housing Association a purchase price of £750,000 has been provisionally agreed for the 1.54 acre site.  The net receipt to the Council will be less the premium payable to St. Teresa's GAC.  The details of the terms of the surrender by St. Teresa’s GAC of the leased portion of the site are still to be finalised, but discussions to date regarding the premium have been based on 25% of the freehold value of their portion of the site (which equates to approx £85,000).  The assessment of the premium will also be subject to independent valuation.  The details of the terms agreed with St. Teresa's GAC will however be reported back to Committee.

      The Council’s Traveller Liaison Site Office and a portacabin leased to An Munia Tober as a playgroup facility are located to the east of the site, but this area is excluded from the proposed sale to Oaklee Housing Association, and access to this area will be maintained as a condition of the sale.

      This site, which fronts onto the main Glen Road, is currently lying derelict and has been subject to anti-social behaviour in the past.

Key issues:

·         Proposed disposal to Oaklee Housing Association of 1.54 acre site at £750,000, less premium payable to St. Teresa’s GAC for surrender of a portion of their leased site.

·         Proposed social housing scheme of 18 no.  ...  view the full minutes text for item 14c

            The Committee approved the minutes of the Good Relations Partnership of 12th June and adopted the recommendations contained therein and in particular in relation to the following:

            Specification for the Procurement of Services

            Under Peace and Reconciliation Action Plan

            The Committee adopted the recommendation of the Good Relations Partnership to approve the invitation of tenders for the following key actions:

            The Committee adopted also the Partnership’s decision to:

·         approve in principle the specifications relating to key actions within the Plan;

·         note the invitations for Independent Members of the Partnership to observe the Tender Assessment Panel; and

·         invite the Special European Union Programmes Body to send a representative to observe the Panel.

            The Committee noted that the contracts would be awarded on the basis of the most advantageous tender received based on pre-agreed evaluation criteria.

            The Committee noted the minutes of the meeting of the Commemorations and Memorabilia Working Group of 20th May and agreed that the Working Group be advised that no recommendations would be adopted by the Council until such times as a report on all the actions which had been agreed in relation to the location of memorabilia in the City Hall had been submitted to the Committee for consideration, thereby providing the Members with an overall view of the proposals.

            The Committee was reminded that the Council, at a Special Meeting on 9th April, had passed a Notice of Motion in relation to job losses at Visteon, Bombardier Shorts, FG Wilson, Nortel and Hughes Christensen and had agreed that correspondence be forwarded to the Executive requesting it to introduce a co-ordinated Ministerial response to job losses in the City.

            The Principal Committee Administrator reported that responses to the Notice of Motion had been received from the Minister of Enterprise, Trade and Investment and from the Chairman of Ford of Europe.

            The Committee noted receipt of the correspondence.

            The Committee noted the minutes of the meetings of the New Regional Hospital for Women and Children Working Group of 21st April and 19th May.

            The Committee considered the undernoted report:

“Relevant Background Information

      From a corporate standpoint, Belfast City Council continues to acknowledge sustainable development as its overarching strategic objective and has committed therefore, to taking an instrumental role in improving the quality of life now and for future generations of the people in Belfast by helping to make the city a better place to live in, work in, invest in, and visit.

      The Corporate Plan 2008 - 2011 contributes towards the achievement of this objective by setting out the key issues that the Council wants to address in coming years. Under the strategic theme of ‘Better care for Belfast’s environment - a clean, green city now and for the future’, the Council’s Sustainable Development Steering Group proposed an indicative action of reviewing and updating the Sustainable Development Action Plan 2006 - 2009, with a principal focus upon environmental initiatives. Accordingly, a new Sustainable Development Action Plan has been developed by this cross-departmental group, which substantially builds upon the seven work themes addressed through the 2006 - 2009 plan.

      The Office of the First and Deputy First Minister, which has overarching responsibility for sustainable development within Northern Ireland, published the Sustainable Development Strategy for Northern Ireland in 2006, supported by an interim Implementation Plan. OFMDFM has indicated that a review of the strategy is currently underway with a view to producing a new Sustainable Development Strategy, which will act as an enabling mechanism for the development of a second Sustainable Development Implementation Plan.

      In order to ensure that sustainable development continues to be embedded within local authority actions, a sustainable development statutory duty was introduced from 31 March 2007. This duty requires that a public authority must, in exercising its functions, act in the way it considers best calculated to contribute to the achievement of sustainable development in Northern Ireland, except to the extent that it considers that any such action is not reasonably practicable. The duty also requires that a public authority must have regard to any strategy or other guidance relating to sustainable development, issued by the Department of the Environment.

Key Issues

      The 2009 - 2011 Sustainable Development Steering Group Action Plan for Belfast City Council comprises seven priority action areas as follows:-

Implementation and refinement of

environmental management systems

This section of the action plan provides continuing support for the implementation of environmental management systems such as BS 8555:2003 and BS EN ISO 14001. The plan will assist the implementation process by undertaking audits of key stages of the environmental management system and by integrating environmental management practices within the business planning process. The structured approach to environmental management will also contribute towards reducing the Council’s energy consumption and waste generation.

Key Issues contd

      Green Procurement

Actions within this section of the plan are designed to mainstream the Council’s ‘green procurement’ policy by encouraging Departments to assess the environmental aspects of their tenders and quotations. The plan also proposes collaborative working between the Procurement Unit and  ...  view the full minutes text for item 17c

(To follow)