Agenda and minutes

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

            The minutes of the meeting of 19th November 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 December, subject to the omission of the minutes under the headings:

(i)      “Exhibition in the City Hall” which, at the request of Councillor Hendron, had been taken back to the Committee for further consideration; and

(ii)     “Revenue Estimates 2011/12” which, at the request of Councillor Newton, had been taken back to the Committee for further consideration.

To consider further the minute of the meeting of 19^th November which, at the request of Councillor Hendron, was taken back to the Committee for further consideration

            The Committee considered further the minute of the meeting of 19th November, a copy of which is set out hereunder:

      “In considering the minutes of the meeting of the Memorabilia Working Group of 28th October, a Member drew the Committee’s attention to the decision to stage the Reflections on Internment exhibition in the City Hall.  An extract of the minutes in this regard is set out hereunder:

‘3.0   REQUEST TO STAGE EXHIBITION from the FAMILIES of the VICTIMS of the BALLYMURPHY MASSACRE

3.1The Good Relations Manager referred to a report, copies of which had previously been circulated, reminding the Group that at the last meeting on 9 September, a letter had been tabled from the families of the victims of the Ballymurphy massacre, requesting an opportunity to stage a photographic exhibition entitled Reflections in the City Hall in August/September 2011 as part of their 40 year anniversary.  Copies of images and text used in the exhibition were also tabled.

3.2The exhibition consists of 12 boards, one for each person that was killed and one panel that set the scene regarding the lead up to the events in August 1971.  The exhibition is made up of a group of 11 photographs taken by local photographer Jonathan Porter.  The individuals who were killed were all civilians and included a Catholic priest and a mother of eight children; a total of 51 children were left without a parent as a result of the events.

3.3The Good Relations Manager reminded the Working Group that the families of the victims continue to seek an acknowledgement from the British Government that those killed were innocent of any wrongdoing.  The Ballymurphy group had recently met with the Secretary of State and has requested the Attorney General to order a fresh inquest into the deaths.

3.4A Good Relations Officer met with representatives of the Ballymurphy group who wish their campaign to be given greater prominence within the City.  Members noted that the exhibition has already been exhibited twice in Stormont and in Whiterock Library, West Belfast Festival (for several years), the Ulster Museum, the Grand Opera House and in Dublin.  A letter of support for the exhibition from Alan McBride, the Co?ordinator of the WAVE Trauma Group, was tabled. He stated that he thought that the exhibition would reinforce the view that the City Hall was a welcoming place for all the citizens of Belfast.

3.5A Member stated that although he had no problem with the exhibition and had every sympathy with the families, he had concerns around the accompanying text and could not support the staging of the exhibition in the City Hall for that reason.  A Member noted that the letter from Alan McBride illustrated how the dynamic had changed within the victims sector and he felt that the City Hall should be open to all these groups. 

3.6The Good Relations Manager suggested that a film from the WAVE trauma centre ‘Unheard Voices’ could be  ...  view the full minutes text for item 2.

To consider further the minute of the meeting of 19^th November which, at the request of Councillor Newton, was taken bake to the Committee for further consideration

            The Committee considered further the minute of the meeting of 19th November.  A copy of the minute in that regard is set out hereunder:

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

‘Relevant Background Information

1.1       An update on the revenue estimates for 2011/12 was presented to the Strategic Policy and Resources Committee at its meeting on 22 October 2010. As advised within that report, the rates bill received by ratepayers contains two principal elements – the district rate received by local Councils and the regional rate which is set and received by the Northern Ireland Executive.

1.2       For information, over the last ten years, the district rate increases have ranged from 2.83% to 7.81%, with an average increase of 5.6%. It is important to note that the setting of the rate for 2011/12 reflects two unique circumstances:

(a)    the recession means that the rates base is no longer growing. This represents a significant risk for the future finances of the Council, given that the district rate provides approximately 74% of the total funding for the Council’s activities; and

(b)    on the positive side, there is a one off opportunity to reallocate money that was needed in 2010/11 to boost reserves.

1.3       The October report to the Strategic Policy and Resources Committee on rates setting presented information on three scenarios, as requested by Members – 0%, 1% and 2.5% increases in the rates. This was a preliminary assessment of the overall position and there were a range of internal and external variables which were still uncertain at that stage. In addition, at the October meeting, Members agreed to action a number of proposals which would utilise some £1.1m of the 2010/11 underspend. These proposals will produce savings of some £700k for 2011/12 which now need to be factored into the rates setting process.

1.4       This report provides an update on our assessment of the revenue estimates for 2011/12, reflecting our current analysis of both the internal position and the external variables and providing more information on what can be achieved within the various scenarios.

Key Issues

2.0       Updated analysis of zero growth in rates

2.1       The scenario for zero growth in the rates has been updated from the October position to reflect:

(a)    the £700k savings arising from implementation of the agreed proposals for the use of the 2010/11 underspend; and

(b)    the current indication of the industrial derating grant for 2011/12 from DOE which is a reduction of £210k from the 2010/11 budget.

Revenue Estimates 2011/2012

Table 1

2.2       Departmental Estimates – This is the money required by departments to deliver services and typically covers expenditure on headings such as salaries, supplies and services. Based on current estimates,  ...  view the full minutes text for item 2a

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

“Relevant Background Information

      The purpose of this report is to:

·         inform Members about the notification of the estimated penny product (EPP) from Land and Property Services (LPS) for 2011/12;

·         update Members on the work being done by officers in relation to the implementation of the Memorandum of Understanding with LPS; and

·         the Committee at its meeting in October agreed that a series of meetings be arranged with relevant Ministers, for a cross party delegation.  The meeting with Minister Wilson is scheduled for 20 December and this report highlights the key issues which are impacting on the rates income within the city and which are proposed to be raised with the LPS and the Minister for the Department of Finance and Personnel

Key Issues

A. Notification of the estimated penny product (EPP) from Land and Property Services (LPS) for 2011/12

1.   The rate base is the value of all the properties in Belfast. It is of great significance to the council because the income from the rates provides 74% of the council’s overall funding. The level of rates the council can expect to raise for the coming year is advised to the council by LPS and is known as the estimated penny product (EPP). We have now received the EPP for 2011/12 and it shows zero growth. This means that the council can expect the rate base to yield the same level of rates for 2011/12 as was estimated for 2010/11.

2.   Members should note that the figures provided in the rates scenarios at the October and November SP&R meetings (and the report later on this agenda) were based on a zero growth assumption. This means the figures in the scenarios will not change with the notification of the EPP. However, this zero growth assumption masks significant issues of concern which are set out later in this paper.

B. Update on implementation of Memorandum of Understanding (MOU)

3.      The council already has in place an MOU with LPS. The purpose of the MOU is to enable Members to better hold LPS to account for its performance and to agree the key improvement actions which should be prioritised for the year.

4.      Council officers have been working with LPS and the Institute of Revenue Rating and Valuation (IRRV) – the leading experts in this field – to agree a suite of performance indicators which cover the key areas of LPS activity. The IRRV have also put in place a framework of benchmark information which will allow Members to compare LPS performance with local authorities in Great Britain.

5.      Members have previously raised concerns about increasing the level of advice available to ratepayers on rates reliefs. Therefore one of the key areas of work with LPS during the year has been the development of a programme of work to make the best use of council community and  ...  view the full minutes text for item 3a

            The Committee approved and adopted the minutes of the meeting of the Audit Panel of 30th November.

            The Committee approved the minutes of the meeting of the Budget and Transformation Panel of 2nd December.

            The Committee granted authority for the commencement of tendering exercises and delegated authority to the Director of Property and Projects, in accordance with the Scheme of Delegation, to accept the most advantageous tenders received in respect of the following:

(1)     the supply of two roll compactors and two ride-on grass cutting mowers;

(2)     the hire of vehicles; and

(3)     the provision of a vehicle and mobile plant recovery service.

            The Chief Executive submitted for the Committee’s consideration the undernoted report:

“1.0       Relevant Background Information 

1.1Members will recall that discussions in relation to the future of the Review of Public Administration and reform of local government had concluded on Monday 14th June with the NI executive not having agreed on the way forward.  Subsequently, it was agreed that elections would proceed for twenty-six, and not eleven, councils in 2011 as originally planned as part of the local government reform programme.  

2.0Key Issues

2.1     On 30th November 2010 the Environment Minister, Edwin Poots made an announcement to the NI Assembly setting out proposals to progress particular aspects of Local Government reform and the reform of the Planning Service within Northern Ireland.  A copy of the Ministerial announcement has been circulated with a summary of the key proposals set out below.

      Local Government Reform

2.2      As part of his announcement to the Assembly, the Environment Minister launched a consultation document which sets out policy proposals for local government reform, which seeks to modernise the governance and legal framework within which district councils operate.  It is intended that such proposals will, in due course, be translated into a draft Bill (previously known as the Local Government Reorganisation Bill) to be considered by the NI Assembly.

2.3      The consultation document sets out proposals and seeks views on eight key areas including:

1.      New governance arrangements –proposals in regards to decision making structures; sharing power and responsibility; putting in palace necessary checks and balances (including proposals to introduce a call-in procedure) and ensuring that there is openness and transparency in how councils conduct their business. 

2.      Ethical Standards – proposals for a new ethical standards regime for local government which would include a mandatory code of conduct for councillors with supporting mechanisms for the investigation and adjudication of appeals.

3.      Service Delivery and Performance Improvement - proposals for the introduction of a new service delivery and performance improvement framework for local government.  This would involve a revised, more expansive statutory duty for councils to secure best value and to continuously improve services.

4.      Community Planning – proposals to bring forward a statute based community planning process, led and facilitated by the new councils.

5.      Power of Well-Being – proposals to confer to councils a new power of well-being which would enable councils to take any action that is not already the responsibility of another agency, to promote or improve the well being of their districts.  It is suggested that such a duty would further support the community planning role of councils.

6.      Partnership Panel – proposals to formalise the relationships between the Executive and district councils and provide a form to consider strategic issues collectively.  It is proposed that the Panel will consist of Departmental Ministers and representatives from each of the 11 new councils.

7.      Supervision of Councils – proposals to extend the supervision powers currently available to the DOE to all Government Departments.

8.      Reorganisation of District Councils  ...  view the full minutes text for item 6a

            The Chief Executive submitted for the Committee’s consideration the undernoted report:

“1.Purpose of the Report

1.1      To inform the Committee of recent correspondence from NILGA and the Roads Service in relation to ice and snow clearance.

1.2      To update the Committee on the current inter-agency arrangement in place between the Council and DRD Roads Service in relation to Winter Maintenance for the clearance of ice and snow from public footpaths and roadways in Belfast.

1.3      To take the Committee’s views on entering into further discussions with DRD to develop such arrangements further.

2.   Relevant Background Information

2.1      The Committee is reminded that the Council has no statutory function in relation to clearance of ice and snow from roads or footways.

            Article 9 of the Roads (NI) Order 1993 empowers the Department for Regional Development (DRD) to take such steps as it considers reasonable and practicable to prevent snow or ice interfering with the safe passage or persons using a road (including footways), and for that purpose may enter into an agency arrangement with any persons for the treating of roads affected by snow and ice.

2.2      Heavy snow and a prolonged period of bad weather in January 2008 prompted a meeting between the Council, BCCM and DRD. This resulted in proposals being taken to the Health and Environmental Services Committee for the Council to enter into an arrangement with DRD to assist in certain circumstances with the clearance of snow and ice from footpaths and roadways in the city centre.  The reason why this was limited to the City Centre was as a result of limited resource in terms of staff and equipment to undertake such work in a wider area.   

      On 6 February 2008 the Health and Environmental Services Committee noted, that as a matter of civic leadership, the Council should seek to ensure that the city centre footways remained accessible during times of severe winter weather. As such, the Committee approved the purchase of equipment to be used for the clearance of snow and ice and recommended that a suitable form of agreement with DRD be drawn up by then Director of Legal Services.

3.   Key Issues

      Current Position

3.1      Under sections 104 and 105 of the Local Government Act (NI) 1972, the Council is empowered to exercise functions on behalf of, and to enter into arrangements with other Statutory Agencies (including government departments) for the supply of services.  The Council entered into an agreement with DRD on 27 November 2008 whereby, during extreme conditions following heavy snow falls or prolonged freezing, the Council will assist the Department with ice and snow removal from footways and pedestrian areas and with the treatment of such areas affected by snow or ice by the provision of labour, material and vehicles. This agreement is renewable annually. The arrangement only extends to certain specified streets within the city centre area which are considered to be the main pedestrian thoroughfares and approaches to the city centre.

3.2  ...  view the full minutes text for item 7.

            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 considered the undernoted report:

“1  Relevant Background Information

1.1      At the meeting of the Development Committee on 5 November a report was brought forward on Belfast and Northern Ireland 2012.  This report highlighted the fact that this year would be marked by a number of historic centenaries and sought permission to allocate resources against a number of these issues such as the opening of the Titanic Signature Project and the Olympic Torch Run.  The report also recognised that 2012 would be marked by the Queen’s Diamond Jubilee and that a separate report would be made to the Strategic Policy and Resources Committee in due course.

1.2      In the course of the discussion of the report a number of Members indicated that there would be a number of historic centenaries occurring over the period 2012-2022 and it was decided at the Council meeting on 1 December 2010 that “an all-Party Steering Group be established to oversee the Council’s input into the 2012 programme and the development of the Titanic Quarter; that this group consider the issue of the decade of centenaries and that a core set of principles should be developed which would apply to the celebration of all these events”.

1.3      The purpose of this report is to seek Members’ direction on how they would want this matter taken forward and to determine the allocation of responsibilities for doing so between the Development Committee and the Strategic Policy and Resources Committee.

1.4      Members will be aware that the Good Relations Partnership has considered the issue of cultural displays and celebrations in the past and that a general set of principles was developed in relation to the memorabilia report on the City Hall.  A copy of these principles is attached at Appendix One, which also includes an extract from a speech by the Taoiseach outlining the principles to be used by the Irish Government in commemorating forthcoming commemorations.

2    Key Issues

2.1      Members are requested to consider how they wish these matters to be taken forward.  A potential option would be to set up a Steering Group under the auspices of the Development Committee which would consider the issue of the celebration of events relating to tourism and economic development such as the opening of the Titanic Signature Project, the marketing of the city in relation to this opening and the Olympic Torch Relay and associated celebrations.

2.2      A potential option would also involve the present political Members of the Good Relations Partnership coming together as a group to consider on a one-off basis the agreement of a set of principles to guide cultural celebrations in relation to historic centenaries such as the signing of the Covenant, the commencement of the First World War, the 1916 Rising, etc.  Consideration would have to take place on the historic centenaries over the period 2012-2022 and the development of a set of principles around what the Council might itself do in relation to these centenaries, what  ...  view the full minutes text for item 10.

            The Committee agreed to the holding of a special meeting in order to allow for detailed discussion on the future use and management of the City Hall.

            The Committee was reminded that the Council, as part of the City Investment Strategy, had agreed to co-ordinate the acquisition of lands to enable the Connswater Community Greenway 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 40 years to comply with the Big Lottery Fund Letter of Offer, although the intention was to secure rights for longer if possible.  Subsequently, the Big Lottery Fund had agreed to the Council becoming the employer and the contract for the construction of the Greenway had been awarded to SIAC/Galliford Try.  The Project Manager was finalising currently the programme of work with the contractor.

            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 26 square metres of land at the Knock Dual Carriageway adjacent to Laburnum Playing Fields and Council officers had agreed, subject to the Committee’s approval, to purchase from Andrew Millar and Company Limited an easement to create access over those lands at a cost of five pence if demanded.  The second was an area of 0.98 acres of land at Glen Road to the south-east of the Knock Dual Carriageway.  Subject to the Committee’s approval, Council officers had agreed to purchase the lands from the Northern Ireland Housing Executive for the sum of £5.00.  The purchase was subject to the approval of the Board of the Housing Executive.

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

The Committee considered the undernoted report:

“1.Relevant Background Information

1.1      The Council owns a long linear strip of land at McClure Street off Ormeau Road. This land (together with other lands located opposite) was transferred to the Council by the Department of the Environment in 1987 for the purposes of open space and landscaping.

1.2      The land which adjoins the railway, extends to approximately 0.95 acres and is currently used as open space/landscaping.

1.3      Members will be aware that a number of reports were previously taken to Committee over the past few years regarding the potential disposal of this land. There is a long history of decisions in relation to this land and in order to understand the background; a summary of the main decisions has been circulated.

1.4      The owner of an adjoining office block fronting onto Ormeau Road has also recently enquired about the possibility of acquiring a portion of the subject lands to extend his existing car park which fronts onto McClure Street. 

2.   Key Issues

2.1Planning Issues:

            In dBMAP the site is zoned as ‘open space’ although this is ‘for information only’. The Council objected to this zoning on the basis that it should be identified as land available for housing.

            Planning advice has recently been sought from Planning Consultants who have advised that the preliminary view of the BMAP team is that an application for housing should not raise matters of prejudice or prematurity and that the key planning policy document would be PPS 8 ‘Open Space, Sport & Outdoor Recreation’.  In light of the preliminary view of the BMAP team and the fact that PPS 8 is the key planning policy document the consultants are of the view that there is no particular advantage (in planning terms) in awaiting the outcome of the BMAP process.  Discussions have also recently been held with Planning Service in relation to any potential for obtaining planning approval in view of the ‘open space’ designation.

            PPS 8 incorporates the presumption against the loss of existing open space but it also provides for an exception where ‘it is clearly shown that redevelopment will bring substantial community benefits that decisively outweigh the loss of open space’.

            Advice given by the planning consultants indicates that it may be possible to consider this exception test in light of the fact the site was previously used for housing; that it’s public value as open space is limited because of its nature (linear site) and context (located between a railway embankment and a road); that there is an area of better quality open space nearby i.e. the open space to the south of McClure Street.   However any proposed development would have to bring substantial community benefit to outweigh the loss of open space and the view of the consultants is that the provision of, for e.g. social housing, would deliver such benefits.  On the basis of both the consultant’s advice and following discussions with Planning Service it  ...  view the full minutes text for item 13.

(Mrs. H. Francey, Good Relations Manager, attended in connection with these items.)

            The Committee approved the minutes of the meeting of the Good Relations Partnership of 3rd December and adopted the recommendation in respect of the approval of the Progress Report for the period April till September, 2010.

            The Committee considered the undernoted report:

“1.Relevant Background Information

1.1      In August, the Chief Executive held a meeting with Colonel CT Hogg and Major Potter from the NI War Memorial organisation, to discuss their request that a major civic memorial should be erected in Belfast to mark the 70^th anniversary of the Belfast Blitz, which will be in April 2011.

1.2      Although there were a number of air-raids, the most serious were on the nights of 15-16 April and 4 May 1941.  The Luftwaffe caused massive damage, both to the city’s densely populated inner city housing stock and to its industrial heartland. Almost 1000 people were killed in the raids and thousands injured.  More than half the city’s housing stock was damaged, leaving thousands homeless.  Outside London, no other city in the UK suffered as much loss of civilian life in a single night.  

1.3      To commemorate this tragic loss of life, the NI War Memorial representatives requested that the Council erect an appropriate civic memorial at the front of the City Hall, in the round flower bed, preferably in the style of the VC Magennis pillar.  The Chief Executive advised them to submit their request in writing, with a description of their proposed memorial and associated costs etc.  They were advised to do this as quickly as possible, since planning permission and approvals from the heritage authorities would be required.

1.4      The NI War Memorial representatives submitted a formal request regarding a Blitz memorial in October.  This outlined plans for a pillar-style memorial, 6 feet high, in front of the statue to Queen Victoria, where it could be in full public view.  At this time, they recognised that it would not be possible to have the memorial completed by April 2011 and suggested that it should be ready for unveiling and dedication in April 2012, the 71st anniversary.  The Association estimated that it should cost in the region of

£20,000 and stated that they were prepared to contribute 50% of that cost.

2.   Key Issues

2.1      The Council’s Project Manager, Sam Graham, and the consultant architect for the City Hall, Dawson Stelfox, met to discuss this proposal and examine the proposed location. They were of the firm view that the Historic Buildings Branch would be unlikely to grant approval for any memorial in such a prominent location.  They agreed that it might be possible to place a smaller statue on the low stone wall at the side of the porte cochère. The architect suggested that, rather than commissioning a new piece, a copy of the existing bronze piece by the distinguished artist John Sherlock (currently in the NI War Memorial headquarters building) might be appropriate for this site.  This bronze, entitled “Blitz survivors” is half scale and depicts a woman guiding her child through the rubble of the city on the morning after the raids.

2.2      The City Hall already contains two artefacts that mark the Blitz. A plaque  ...  view the full minutes text for item 16.

            The Committee agreed to the holding of an information session, to which all Members of the Council would be invited, on the development of a corporate strategy to strengthen the Council’s contribution to Belfast’s community development goals to be held at a lunch time during January, 2011.

Chairman