Agenda and minutes

            Apologies for inability to attend were reported from Councillors M. Browne and Rodway.

            The Committee considered the undernoted report:

“1.0       Relevant Background Information

1.1       Members will recall that as part of the PriceWaterhouseCoopers Economic Appraisal which identified potential options as to how the RPA reform programme could be funded, the establishment of a Business Support Organisation (BSO) to deliver a number of core functions on a shared services basis had been proposed. PwC reported that the RPA reform programme (including the establishment of the proposed BSO) would require £118m funding with a return of £438million over 25 years.

1.2       In responding to the PwC proposals, the local government sector challenged the financial assumptions and projections contained within the PwC report and stated its consensual opposition to the proposed establishment of a BSO.

1.3       At the Strategic Leadership Board meeting in December 2009 and recent NILGA Annual Conference, the Environment Minister, Edwin Poots set the challenge for local government to provide an alternative solution to establishing a BSO and delivering in the order of £438million efficiency savings. Work has been ongoing over recent weeks (with BCC engaged) on preparing an initial response to the Minister’s challenge.

2.0       Key Issues

2.1       On 12th March, NILGA held an engagement event with representatives from Transition Committees to update them on the emerging local government proposals in regards to efficiency and collaboration.  A copy of the initial local government position paper has been circulated.

2.2       At the event it had been suggested that the key principle in moving forward should be the willingness of local government to accept an efficiency figure which is linked to the draw down of necessary up-front seed funding from central government to enable the RPA reform programme to happen.  It was further suggested that as phase II detailed work would need to be undertaken by individual Transition Committees, in liaison with the DoE, to:

i.    assess the up-front investment required by Transition Committees to enable the reform to happen; and

ii.   identify the associated level of efficiency savings required.

2.3       Such an approach would provide Transition Committees and councils the autonomy to deliver their own efficiency programme to meet the agreed targets for a specified period, rather than having a centralised BSO imposed upon them.

2.4       It should be noted that the level of discussion at the engagement event on 12th March was somewhat limited and tended to focus on the unsubstantiated nature of the PwC projected efficiency figures and the parochial issues facing individual Transition Committees and not the broad principles being considered e.g. local government:

-     accepts that it would be required to contribute towards the funding of local government reform;

-     is committed to working in collaboration to deliver potential efficiency savings; and

-     accepts that detailed design and financial modelling work is required to establish the efficiency savings to be secured.

2.5       Following the engagement event, NILGA intends to write to each Transition Committee requesting that they consider the emerging proposals. It was agreed that the financial officers within Transition Committees be requested to undertake detailed work around  ...  view the full minutes text for item 2a

            The Committee agreed that a special meeting be held to enable the Members to be updated fully on the ongoing discussions with regard to the Transfer of Functions which would result from the Review of Public Administration and any potential implications for the Council.

            The Committee considered the undernoted report:

“Relevant Background Information

      On 22nd January, the Committee was advised that the Big Lottery Fund (BIG) had commenced a tendering process for the delivery of three pilot projects on community planning in Northern Ireland with a separate but linked support contract to capture the learning and good practice.  The overarching aim is to provide a model and a toolkit of good practice in community planning that will help to ensure the genuine engagement of the voluntary and community sector (VCS) in the new / emerging formal processes.

      The first phase in the process was a pre-qualification stage, following which only those potential contractors that BIG deemed to have the suitable skills and capacity would be invited to tender.  At its meeting on 22nd January, the Committee agreed that the Council should submit an expression of interest, and as BIG’s preferred method of delivery appeared to be a partnership approach with the voluntary and community sector (VCS), it was further agreed that this should be done in collaboration with the five Area Partnership Boards (APBs) and, the non-profit organisation, Community Places. 

      The Council’s consortium application has since been short-listed and we have now been invited to submit a tender for the pilot community planning project.  The closing date for completed submissions is Monday 29th March. 

      The purpose of this report is to present for approval an outline project proposal for that will form the basis of the submission that will be made to BIG in line with the formal tender requirements.  Owing to the very tight timescales, work is underway to produce a detailed and comprehensive submission document, in the hope that resources can be secured to carry out a pilot in Belfast. 

Key Issues

      BIG - Scope and Process

      As previously reported to Members with respect to the scope and process of the BIG project:

·         Each project must be based in a different council area, based on the boundaries of the 11 new council areas planned for Northern Ireland.

·         The areas chosen will be decided by BIG from the bids received, based on rank scores. BIG have stressed that there will not be more than one pilot in any council area.

·         The total contract value for the three projects will be in the region of £380,000 to £420,000.  BIG have confirmed that the final breakdown per area will be negotiable.

·         The contract term is a maximum of 18 months, commencing in May 2010 and ending in November 2011

      BIG has indicated in the tender papers that a successful pilot project will be one that:

(i)     enables local councils, the VCS and other stakeholders to gain a fuller understanding of community planning, through testing and modeling community planning processes

(ii)    engages key stakeholders in pilot community planning projects ahead of formal structures due to be introduced in 2011

(iii)   builds and increases networks and strategic alliances 

(iv)  enables meaningful collaboration between the proposed Statutory  ...  view the full minutes text for item 2c

            The Committee was reminded that the Council, at its meeting on 1st March, had agreed that a Notice of Motion on Members’ Declarations of Interest be referred to the Strategic Policy and Resources Committee for consideration and report.

            The Head of Committee and Members’ Services explained that there was no doubt that the public in general and the press and media in particular were focusing more than ever before on the behaviour of all publicly elected representatives.  That could be demonstrated by the protracted press reporting of the expenses which Members of Parliament claimed and the subsequent damage which had been caused to the public perception of the democratic process.  The Council had recognised that increased public scrutiny and had agreed recently to revise and enhance the information which was published on payments made to Members.

            He pointed out that another area of public life where scrutiny by the press and media had been increasing over recent months was the requirement for elected representatives to be seen not to seek personal advantage by virtue of the public office which they held.  For Councillors elected to local Councils that was dealt with under the Local Government Act (Northern Ireland) 1972, whereby Councillors were expected to declare both pecuniary and non-pecuniary interests in any matter being considered by the Council and, where such an interest existed, not to take part in the discussion or vote on the matter. 

            The Head of Committee and Members’ Services explained that Members of the Council had been abiding by that principle.  However, Members were increasingly being asked to represent the Council on a range of Outside Bodies and it was not always clear when such membership gave rise to pecuniary or, more frequently, non-pecuniary interests.  It was accepted that the guidance available to Members in helping them to determine when such an interest existed was somewhat sparse and not easily understood and it was considered that the issuing of a Members’ Guide to Declarations of Interest would help Members to ensure that they always abided by the highest principles of behaviour in public life and would provide practical assistance to Members. 

            The Head of Committee and Members’ Services indicated that there was another related but separate matter which the Council might wish to give some consideration to which was the possibility of publishing a Members’ Register of Interests, which would require Members to declare all business and other interests which they held.  Such registers were used in Westminster, in the Northern Ireland Assembly and in most Councils in England and Wales.

            The Committee agreed the draft Guide to Members’ Declarations of Interest be submitted in the first instance to the Audit Panel, together with a report on the steps to be taken to establish a Members’ Register of Interests, with a view to such a Register being introduced with effect from the commencement of the next Council term.

            The Committee considered the undernoted report:

“Relevant Background Information

      Members will recall that the Committee, at its meeting on 19th February, 2010, agreed to the following revised headings under which the details of Councillor’s allowances and expenses would be published:

Allowances

Basic

Special Responsibility

District Policing Partnership

Transition Committee

Civic Dignitaries Personal Allowances

Conferences/Visits

Subsistence (including the cost of accommodation and out of

   pocket expenses)

Travel (by public transport or car)

Conference Fees

Travel and Other Miscellaneous Claims

Mileage, etc., to and from meetings

Home Phone Rental/Broadband Fee

Hands Free Car Kits

      At the Council meeting on 1st March, concerns were expressed in relation to a perceived differential in respect of the information being published for Councillors and that being published for officers and it was agreed that a report be presented to the Strategic Policy & Resources Committee setting out the extent of the information included currently in the Council’s Publication Scheme in relation to payments made to Council officers and comparing and contrasting this with the information to be published in relation to elected Members.

Key Issues

      At its meeting on 19th September, 2008, the Committee approved the publication of costs incurred by the Council as a result of employees attending events outside of Northern Irelandso as to demonstrate the Council’s commitment to accountability and openness.

      This information, which is published annually, details payments made to employees in connection with expenditure incurred on travel which is outside their day-to-day operational duties.

      The following details are included:

·         Department

·         Job title and staff number

·         Date of event

·         Description of event

·         Event location - for example, Great Britain, Republic of Ireland, Europe or Rest of World

·         Travel Costs

·         Accommodation and subsistence - hotel and meal costs

·         Gross cost - the total cost before any deductions are made in respect of funding received from external bodies

·         Percentage actual funding - the percentage of any external funding received, for example, EU funding or charges to customers

·         Funding body - organisation which provided the external funding

·         Net cost

      The following table illustrates for comparison purposes the information which is published currently in relation to payments made to Councillors and those made to officers:

            The Head of Committee and Members’ Services reported that the Council had received notification of two conferences, both of which were taking place over the weekend commencing Friday, 9th April.  The first was the National Association of Councillors Spring Conference which was being held in Scarborough from 9th till 11th April.  The second was the Local Authority Members’ Association Annual Conference which was being held in Sligo on 9th and 10th April.

            The theme of the National Association of Councillors Spring Conference was ‘Supporting our Communities – Delivering Housing and Regeneration’.  The conference would focus on the challenges faced by Local Government in responding effectively to the needs of local communities by helping to deliver high quality and attractive places for people to live, work and enjoy.  Delegates would consider also the interventions which could be made by Local Government to bring about sustainable growth and renewal, thereby ensuring successful economic development and the benefits to citizens which were intrinsically linked to it.  All of the Council’s Elected Representatives were members of the National Association of Councillors.

            The main focus of the Local Authority Members’ Association Conference was to consider how Local Authorities could best respond to climate change and specifically the role which Members had to play in dealing with the environmental impact caused by such change.  The keynote speaker at the Conference was Mr. John Gormley, TD, Minister for the Environment. 

            The estimated cost of attendance at the National Association of Councillors Conference was approximately £615 per delegate and the cost of attendance at the Conference in Sligo was approximately £620 per person.

            The Committee agreed to authorise the attendance of one representative of each of the Party Groupings at both the National Association of Councillors Spring Conference and the Local Authority Members’ Association Annual Conference in Sligo.

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

            The Committee approved the minutes of the meeting of the Budget and Transformation Panel of 9th March.

            Arising out of discussion of the foregoing item, the Director of Finance and Resources undertook to provide at a future meeting of the Panel information on Rates Appeals.

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

“Relevant Background Information

      The Strategic Policy and Resources Committee needs regular updates on capital and revenue expenditure throughout the year.  The most recent report on the 2009/10 position was presented in December 2009. This report updates Members on the current year’s position at Period 10, the forecast outturn for the current year and reserves position.

Key Issues

      Revenue Budget Position to January 2010

      BCC has a net departmental budget of £106m for the period to January 2010.  Outturn for the period is £103.1m giving an under-spend for the period of £2.9m.

      Forecast Outturn

      The forecast out-turn for 2009/10 reported at period 7 was an under-spend of £1.6m, after the application of some £2.3m to fund the council wide voluntary redundancy exercise. At period 10, the current forecast under-spend for 2009/10 has increased to £1.9m, an increase of some £300k from the previously reported position. There have been several factors that have contributed to the £300k improvement in the forecast, most notably the improvement in the forecasts for both the Development and Parks and Leisure departments, which were mitigated by a reduction in the forecast income from LPS.  Such movements are to be expected given the size of the BCC total budget.

      Impact on Reserves

      As reported at SP&R Committee on 20th November 2009, the planned reserves at the end of 2009/10 were £2.7m (after planned contributions from reserves of £2.4m to ease the rate burden). If the forecast under spend of £1.9m above is achieved, this would lead to reserves at 31 March 2010 of £4.6m (compared to £5.3m at 31 March 2009).  This is some £300k higher than the position used to inform the rate setting exercise for 2010/11 and therefore does not represent a significant change.

      A paper on the strategy for replenishing the reserves in 2010/11 and future years was taken to SP&R on the 11th December 2009. As a result of this, a contribution to reserves of £4.5m was included in the 2010/11 rate, of which some £1m could be used to fund the capital programme.

      Capital Programme 2009/10

      The draft Capital Programme for 2009/10 and future years outlines total budgeted expenditure for the year of £12.3m.

      Capital expenditure for the period to 31st January 2010 amounts to £13.9m. The most significant areas of expenditure were Ulster Hall Major Works of £2.077m and City Hall Major Works of £3.1m.

      Forecast Capital Out-turn 2009/10

      The total actual capital expenditure for 2009/10 is forecast to be £18.3m. This is £6m over the approved budget and relates mainly to an under spend of £5.1m in 2008/09 that has rolled forward into 2009/10.

      There have also been a number of new schemes added to the capital programme since the original capital programme was planned. However, due to the timing of taking out loans, the forecast capital financing requirement for the year including this additional expenditure can be met by the  ...  view the full minutes text for item 4c

            The Committee was reminded that, as part of the rate setting process for 2010/11, it had been agreed that officers should continue to work with the Budget and Transformation Panel on the development of a medium term efficiency programme.  The Committee had stressed the importance of that work given that the organisation had already delivered £9 million efficiency savings and the necessity to avoid the following risks when developing further savings:

·         major conflict between the drive for efficiency and having sufficient funds to deliver Members’ ambitions for the City;

·         damaging front line services; and

·         cutting services rather than realising genuine and sustainable efficiency savings.

            The Director of Finance and Resources explained that since the foundations had put in place for the Council to deliver a programme of sustained efficiency savings, she had been working with the other Directors, in liaison with the Budget and Transformation Panel, to identify potential areas where further efficiency savings could be achieved.  Through that work, a number of potential work streams had been identified, including assets and land, procurement, challenge to budgets, ICT, Service reviews and income generation.  She pointed out that those areas had been identified also as the key efficiency drivers in the latest HM Treasury report on efficiency.

            The Director explained that there was a limit to the amount of efficiency savings which could be achieved without making major changes to how the Council operated.  The Council had now reached the point where most of the quick wins had been captured which meant that for a sustained programme of efficiency to be delivered then, for the most part, efficiency and change would need to go hand in hand.  That meant that alongside the efficiency programme there would also need to be an overall organisational development programme.  That work would involve a range of issues such as delivering the capacity of the organisation to cope with change, for example, through increasing flexibility and changing values and behaviours to be further aligned to efficiency and service transformation.  It would also explore options for further collaborative working across both Local Government and the City and further integrate the linkages between efficiency and performance management.

            As well as deciding on the detailed proposals for the efficiency programme, the Members needed also to consider the indicative target for efficiency savings to be delivered for future years, starting with 2011/12.  That decision needed to be made in the context of the overall rate setting process for 2011/12 which had also been the subject of debate at the Budget and Transformation Panel.  In this regard, the Committee would be requested to consider indicative rates and efficiency targets for 2011/12 during one of its meetings in May.

            The Committee agreed that the efficiency programme be based on those areas as set out in the report and agreed that detailed reports on the Council’s efficiency programme and organisational development programme be submitted for consideration at a meeting in May.

            Arising of discussion, the Committee agreed that a report providing costs and other detailed information on the Council’s office accommodation be submitted to the Committee in due course.

            The Committee considered the undernoted report:

“Relevant Background Information

      Members are aware that 75% of the council’s income comes from the district rate. A key factor, therefore, in discussions about the rate setting for 2011/12 and the efficiency programme is how the council can maximise the level of collectable rates income. The council, however, is not responsible for valuation, billing and rates collection - these are the job of Land and Property Services (LPS). In the past Members have raised concerns about the performance of LPS in the areas of:

·         Rates collection levels

·         Vacant property control

·         Timeliness and accuracy of the Estimated Penny Product (used at the time of rate setting)

·         Timeliness of the Actual Penny Product (after the closure of the accounts)

·         Cost of collection

·         Level of debt

      Over the past two years council officers, with support from Members, have been working closely with LPS. This relationship has been formalised through the agreement of a Memorandum of Understanding (MOU) between the two organisations. 

      It was agreed that the Budget and Transformation Panel should meet with officials from LPS to discuss the implementation of the on-going implementation of the MOU. The purpose of this report is to update Members on the outcome of this meeting to agree a number of actions arising.

Key Issues

      The Budget and Transformation Panel met with officials from LPS on 9 March 2010. At the meeting Members stressed the importance of the work of LPS both in terms of the overall finances of Belfast City Council and for individual rate payers. The improvements which have already been made were acknowledged by Members but it was stressed that much more can be done and that the council is keen to continue to work in partnership with LPS to make further improvement happen.

      One of the key items discussed was the development of a suite of indicators which would allow Members to better hold LPS to account for its performance. The Budget and Transformation Panel agreed that the indicators should concentrate on the following areas:

·         Rates collection

·         Vacant properties

·         Timeliness of Estimated Penny Product and Actual Penny Product notifications

·         Deviation from Estimated Penny Product and Actual Penny Product

·         Cost of Collection

·         Debt recovery

      The Members also stressed to the LPS officials the need for councils to have an input into policy decisions that have an affect on collections.

      The Strategic Policy and Resources Committee is requested to agree to the recommendation of the Budget and Transformation Panel that performance indicators in relation to the rates should be developed and be concentrated on the areas as listed above.

      LPS officials indicated there were a number of areas where legislative change would aid rate collection.  Members are asked to approve the creation of an Agenda for Change, to work with other local authorities and the LPS to lobby for legislative change.

      In order for Members to compare performance of LPS with other local authorities, it is important that benchmark information is provided. It is recommended that the  ...  view the full minutes text for item 4f

            The Committee granted authority for the commencement of a tendering exercise for annual property asset revaluations for a four-year term.

            The Committee noted that the tender would be evaluated using pre-agreed criteria based on cost and quality, with the contract being awarded to the most economically advantageous tender.

            The Chief Executive reminded the Committee that, at its meeting on 14th December, 2007, it had agreed to provide to the Lyric Theatre, £1.25 million funding from the City Investment Fund, subject to a number of funding conditions.

            He advised the Members that the discussion on the funding conditions had been taken forward by the Development Department and a report on those issues had been considered by the Development Committee at its meeting on 9th March.  That Committee had received a presentation from representatives of the Lyric Theatre on its education outreach work, fundraising and the current state of the construction of the new theatre and had decided that the funding conditions had been met to a satisfactory standard and had agreed to recommend to the Strategic Policy and Resources Committee that the funding agreement now be completed and that finance be released for the project in accordance with the funding agreement.

            The Committee noted that the Development Committee had indicated that it was satisfied that funding conditions had been met and authorised the payment of three tranches of £416,667, which would be payable to the Lyric Theatre in the years 2009/10, 2010/11 and 2011/12, subject to the completion of the necessary legal/funding agreements.

            The Members noted also that a report concerning governance in relation to the Council’s representation on Outside Bodies was being prepared by the Director of Legal Services and would be submitted to the Committee in due course.

            The Committee was advised that the Parks and Leisure Committee, at its meeting on 11th March, had considered a report in relation to the Council assuming the role of “Employer” under the Connswater Community Greenway contract.  That Committee had been informed that, as the project development had progressed, it had become clear that there could be a significant reduction in the overall project risk and simplification in many areas if the Council were to become the employer for the main works contract, and had agreed accordingly.

            The Committee endorsed the decision of the Parks and Leisure Committee that the Council become the employer under the main Connswater Community Greenway Contract and agreed also that officers continue discussions with the East Belfast Partnership Board and other Funders of the Greenway to enable that to happen.

            The Committee was reminded that the Council, as part of the City Investment Strategy, had agreed to co-ordinate the acquisition of land to enable the Connswater Community Greenway Programme to proceed.  The Council would secure rights over the land needed for the Greenway and would be responsible for the management and maintenance of that land and any assets on it.  The Greenway would have to be accessible for forty years to comply with the Big Lottery Fund Letter of Offer, although the intention was to secure rights for longer if possible.

            It was reported that two areas of land had been identified as being required to help complete the Greenway route and associated landscaping.  The first was an area of 0.133 acres of land located at Elmgrove Manor and Council officers had agreed, subject to the Committee’s approval, to purchase from Trinity Housing a 99-year lease, subject to a peppercorn rent.  The second was an area of 0.756 acres of land to the rear of the Elim Pentecostal Church.  Subject to Committee approval, Council officers had agreed to purchase from the Church the area of land at a cost of £50,000, subject to the Council obtaining vacant possession of lands.

            The Committee granted approval for the purchase of the two areas of land as outlined.

            The Committee was advised that a request had been received from the Trade Union UNISON Northern Ireland for permission to address a meeting of the Council in order to seek the Council’s support in opposing the pay freeze for Local Government workers.

            The Head of Committee and Members’ Services informed the Committee that he had been advised that UNISON had only a small number of members working for the Council and as such were not one of the Unions recognised for negotiation purposes.  However, if the Committee were minded to accede to the request, it was felt that it would be more appropriate for representatives of UNISON to address the Strategic Policy and Resources Committee as it was within its remit to consider Human Resources issues.

            The Committee agreed to accede to the request and to receive at a future meeting a presentation from representatives of UNISON Northern Ireland.

            The Committee approved the minutes of the meeting of the Memorabilia Working Group of 4th March.

            The Committee approved the minutes of the meeting of the Good Relations Partnership of 12th March.

            The Committee was reminded that, at its meeting on 18th September, it had agreed that artwork, not to exceed a cost of £20,000, be commissioned to reflect Irish history and heritage in the City.  This was to be displayed in either the City Hall Reception Hall or the East Entrance.

            The Good Relations Officer reported that quotation documents had been drawn up and artists had been invited subsequently to make submissions.  At the closing date, a total of fifty-six submissions had been received.  A short-listing panel had been drawn up consisting of Councillors, officers and an independent consultant, with five artists having been shortlisted to the next stage.  Those artists had been invited to provide further submissions and attend an interview, following which the Panel had agreed to recommend that the commission should be awarded to Mr. Keith Drury.

            The Committee agreed that the commission for artwork to reflect Irish history and heritage in Belfast be awarded to Mr. K. Drury for a sum not to exceed £20,000 and that the artwork be placed on the wall immediately to the left of the Chief Executive’s office on the City Hall ground floor East corridor.

            The Committee was reminded that, at its meeting on 16th March, it had agreed that the Council’s proposed response to the Libraries NI consultation on “A Modern Public Library Service for the Greater Belfast Area” be revised to include comments which had been made by the Members and that the response be re?submitted to the next meeting of the Committee for approval. 

            Accordingly, a revised response in this regard is set out hereunder:

“1.0     Introduction

            Belfast City Council welcomes the opportunity to respond to the review of the provision of libraries in the Greater Belfast Area.  Libraries are very important and therefore this consultation which seeks to take stock of the strategic position of libraries is of great interest to the Council.

            The Council has made comment on a number of occasions about the role of libraries in local communities and the potential that the service represents in meeting local needs.  This response reiterates many of the points previously made and the important role we believe that libraries have to play in terms of building a sense of inclusion and citizenship, as well as developing an understanding of our heritage, cultural diversity and dealing with conflict.

            In its response to the RPA Further Consultation Document in September 2005, Belfast City Council stated that it believed that it was essential, when thinking about the future of the public library service, to agree what role we expect the libraries of tomorrow to perform.  The Council is committed to the view that successful libraries are not simply about a formal academic understanding of education; they are also about improving quality of life through the provision of a combination of educational, social, cultural, health and general information opportunities for local people.  As such they are potentially invaluable as a means of delivering the social outcomes that will be set as part of any community planning process.  In Belfast the opportunities for libraries to offer a safe and neutral environment for people from all sections of the community is also an important consideration.

            Libraries have a strong role to play, in terms of building a sense of inclusion and citizenship, as well as developing an understanding of our heritage, cultural diversity and dealing with conflict.  It is critical that libraries are seen as a public place for community interaction and accessible to all. 

            The Department of Culture & Leisure in the report ‘Delivering Tomorrow’s Libraries’ stated that it’s vision for the public library service is ‘A flexible and responsive library service which provides a dynamic focal point in the community and assists people to fulfil their potential’ the Council would strongly concur with this vision. 

            Response to the current consultation

            Given the focus of the current consultation, the Council has a number of specific points to make about the way the proposals will have an impact at the local level and the need to ensure local communities are not disadvantaged.

It outlines some questions about the process that has led to the  ...  view the full minutes text for item 9a

            The Committee agreed, due to the Easter holidays, that the meeting scheduled for 9th April be cancelled.