Agenda and minutes

            No declarations of interest were reported.

            The Chairman advised the Members that, earlier that week, Mrs Jill Minne, Head of Human Resources, had won the award for Advancing Diversity in the Work Place – Public Sector category at the Women in Business NI Awards 2012.

            The Committee congratulated Jill and her team on her achievement.

            The Chief Executive reminded the Committee that, at its meeting on 19th October, it had authorised his attendance, and that of the Lord Mayor and Councillor Hargey, at the IBM Smarter Cities Global Conference in New York.  He reported that Belfast had been selected as a smarter city and had been awarded in kind consultancy from IBM worth approximately $400,000.  That would provide the Council with access to some of IBM’s top experts to analyse and make recommendations on a key city problem. He indicated that he would bring a further report on the issue to the Committee early in the New Year.

Noted.

            The Committee considered the undernoted report:

1.0        “Relevant Background Information

1.1        The existing objectives for the Belfast Investment Fund (BIF) were agreed in December 2007:

-  create a focal point for the Council to play a leading role in the development of the city;

-  create a ‘can do’ attitude amongst its citizens and create a sense of place and pride;

-  encourage investment from and engagement of public, private and voluntary sectors, in the achievement of that aim; and

-      to contribute to the Council’s priorities and vision for the city.

         To date, £16million has been allocated to four iconic projects (Titanic Belfast; Connswater Community Greenway; Lyric Theatre and the MAC) which has levered in over £160 million.

1.2          At its meeting on 23 March 2012, SP&R Committee reviewed and confirmed the objectives for the next phase of BIF.  Given both the changed needs of the city as well as the broader economic context, it was agreed that BIF support was extended to include programmes of capital investment (or clusters) as well as single iconic projects, which can demonstrate a cumulative iconic or transformational impact.

1.3          At its meeting on 19 October, SP&R Committee gave some initial feedback on the process for identifying the next series of priorities for BIF investment.

2.0        Key Issues

2.1    Moving forward with the next phase of BIF, there remain a number of key issues for discussion, outlined below for Members’ consideration.

2.2    Long-list for consideration

         As part of the consultation process on the Investment Programme, the Council published a long-list of ‘Emerging Partnership Projects’ and no further projects were identified during the consultation process.  In order to expedite decisions to invest, it is suggested that this long-list is provided to the Area Working Groups (AWGs) again to allow a short period of time (e.g. up until mid-December) for them to engage locally on priorities for investment with key stakeholder groups in their area.  In addition to this, the long-list would be published on the Council’s website.

         In line with the process outlined in the appendix, the AWGs would then forward their preferred short-list to SP&R Committee in early January.

2.3    Decision-making process

         It was noted at the previous SP&R Committee that the AWGs have played a key role in the decisions related to the Local Investment Fund.  It is proposed that the AWGs continue to play a central part in the decisions related to the BIF as outlined in para 2.4 below.  It should be noted however that decisions in relation to the allocation of the finance will remain with the SP&R committee in line with the council’s constitution.

2.4    Key stages

         Based on the advice from the Department for Finance and Personnel’s (DFP) current guidance on the appraisal, and approval of  investments, there will be 3 key stages for the appraisal of projects:

      Stage 1 – Emerging Projects – Strategic Outline Case (SOC)

            The SOC is a very brief preliminary analysis which introduces the basic project  ...  view the full minutes text for item 2b

            The Committee considered the undernoted report:

“1.0       Relevant Background Information

1.1       The Local Investment Fund (LIF) has been developed to support the delivery of key regeneration projects in neighbourhoods and also as a means for Members to connect with local communities, in preparation for their formal role in community planning under RPA.

2.0       Key Issues

2.1       Area Working Group (AWG) recommendations on LIF proposals

            At the most recent round of AWG meetings, officers updated Members on the external meetings they have facilitated on the LIF proposals. In accordance with Council procedures, individual Members declared any conflicts of interest and this was noted in the minutes of the AWG. Members are asked to note that only the South and Shankill AWGs have met in time for the preparation of this report and put forward project recommendations. 

            On the basis of the information presented, the South and Shankill AWGs have made the following recommendations for the consideration of the Committee:

            All of the above have been assessed against the prioritization matrix and the summary has been circulated.  It is recommended that Committee approves the above projects subject to confirmation of costs, clarification of legal issues, sustainability etc.  

            Total LIF Commitment to date

2.2       48 LIF projects have been approved in principle by the Strategic Policy and Resources Committee (SP&R) at its meetings in June, August, September and October. To date (including the recommended projects at 2.1 above) the amount that had been committed in principle is £4,100,893.40. This is subject to confirmation of detailed costings and sustainability as well as seeking authority from the relevant Committees on leasing arrangements. 

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

“1.0    Relevant Background Information

1.1    The Physical Investment Programme which the Council has set itself under the Investment Programme over the next three years is ambitious and challenging and includes:

-     £75m in council facilities – delivered through the Council’s Capital Programme and financed through a combination of one-off revenue payments, loans, grants and capital receipts.

-     £20m in partnership projects and £50m levered from sources outside of the council – delivered through the Belfast Investment Fund (BIF) and financed through an annual £6m rate contribution and capital receipts. Additional private investment will also be explored.

-     £5m in smaller regeneration partnership projects – delivered through the Local Investment Fund (LIF) and financed through re-allocation of existing resources.

1.2    A breakdown of the current status of physical investment projects in terms of progress that the Property and Projects Department is involved with has been circulated.

2.0    Update on delivery progress

         Capital Programme

2.1    The Council is making significant progress on a range of major capital projects including the £4million upgrades to Dunville and Woodvale Parks and the £3million upgrade to the Mary Peters Track. These projects are both on time and on budget and should all be completed by June 2013.  In addition work is ongoing on the upgrade of the fuel depot at Duncrue, the installation of new mercury abatement cremators and expansion to the cemetery at Roselawn, completing Phase 2 of the alleygating programme and continuing to deliver the Renewing the Routes programme.

2.2    Preparatory work is also well advanced for a wide range of projects including new pitches and changing facilities under Phase 1 of the Pitches Strategy, the Girdwood Community Hub, the Mountain bike track at Barnett Demesne, Hammer and Marrowbone pitches, demolition of the old Grove Centre, the Zoo Playground, Clement Wilson Bridge and the relocation of the Belfast Welcome Centre. Contracts for these projects are expected to be let during the first half of 2013 with projects due to be on the ground from the summer onwards.  In addition finalisation work is ongoing on a number of projects including the City Hall, the Titanic Memorial Garden and the Ulster Hall which continue to take up officer time.

         Local Investment Fund (LIF) and Area Working Groups(AWGs)

2.3    Members are aware that a £5milion Local Investment Fund was established under the Investment Programme to support the delivery of key regeneration projects in neighbourhoods and also as a means for Members to connect with local communities, in preparation for their formal role in community planning under RPA. To date the Strategic Policy and Resources (SP&R) Committee has approved nearly £3.4million on 48 projects under this Fund. This leaves a further £1.6million to be allocated.

2.4    Establishing LIF and its associated processes including setting up and servicing the 5 Area Working Groups (which have meet more than 30 times since their establishment in May) and undertaking a substantial number of  ...  view the full minutes text for item 2d

            The Director of Property and Projects reminded the Committee that, as part of the Council’s Investment Programme, there was a commitment to pursuing European Regional Development funding in support of the City’s economic infrastructure.  That included the development of a green business park on the North Foreshore and an Innovation Centre at Springvale.  In this regard, the Council had submitted to the Department of Enterprise, Trade and Investment an application for funding, through the European Regional Development Funding Programme, for infrastructure on the North Foreshore, and it was anticipated that a reply as to whether or not the bid had been successful would be received by April, 2013.  In addition, an application for the development of an Innovation Centre would be submitted in 2013 in line for the deadline for submissions to the aforementioned Department to allow sufficient planning and construction time.

            The Director pointed out that applications through the Fund had to be contractually committed between the grant recipient, that is, the Council, and the grant funder, the Department of Enterprise, Trade and Investment, by 31st December, with all projects which were approved for funding having been completed with all the requisite paper work submitted by 31st December, 2015.

            The Director of Property and Projects explained that the projected costs for the delivery of the projects exceeded the legislative procurement thresholds contained within the European Directive for Service Contracts.  Consequently, these contracts would be required to be advertised in the European Journal, which typically took three months to process from preparation of documentation through to the award of the contracts. 

            He pointed out that the Planning Service had indicated that the projects would be dealt with within the Belfast office and it was reasonable to programme for a six month turnaround time.  However, it was known that both sites had inherent contamination issues which would require detailed analysis and a requirement to satisfy the Northern Ireland Environment Agency.  In addition to those delays, because the projects were being funded through the Central Government structures, the Central Procurement Directorate rules would likely apply.  That would inevitably lengthen the process by restricting the use of procurement frameworks which it had previously approved and dictating the forms of contract.

            In order to expedite these projects and achieve the delivery date of December, 2015, it would advantageous to appoint an integrated design team through an appropriate European Journal qualifying competition method.  It was proposed that those appointments would be subject to relevant break clauses and would be restricted to achieving full Planning Permission for the proposals should insufficient funding not materialise.

            The Director reminded the Committee that, at its meeting on 21st September, it had been advised that it was initially anticipated that the Innovation Centre would be released as a development brief.  However, subsequent legal advice now meant that the Council must lead on the project if it was to avoid the “State Aid” regulations.  In order for the Innovation Centre to be provided, it first needed to be successful in attracting  ...  view the full minutes text for item 2e

            (Mrs. J. Minne, Head of Human Resources, attended in connection with this item.)

            The Head of Human Resources submitted for the Committee’s consideration the following report:

“1.0     Relevant Background Information

1.1    To update Members on progress with the job opportunities and employability targets set out in the Investment Programme and to seek agreement to ‘ring-fence’ five vacant Business Support Clerk (BSC) posts to people not in employment.

2.0    Background

2.1    Members will be aware that one of the main ways to deliver the 200 job opportunities committed to in the Investment Programme is to reduce long-term, perpetual dependency on agency usage and create directly employed council posts.  At its meeting on 24 August 2012, Members agreed to create and recruit up to 40 permanent basic - entry ‘peripatetic’ BSC posts for that specific purpose.

2.2    As well as delivering job opportunities, the Council is also committed to providing suitable work experience opportunities to help people get ‘job ready’ to apply for the job opportunities in the Council, and elsewhere, as and when they become available.  Members will also be aware that discussions with our employability partners have indicated that while the provision of work experience and other employability interventions have merit, ring-fencing posts or a percentage of available posts is an essential element of any long term unemployment intervention to give the long term unemployed a real chance of being able to compete for jobs.

2.3    The recruitment of the first tranche of these vacant BSC posts (up to 20 posts) provides a significant opportunity for the council to deliver a targeted employability initiative by purposely ring-fencing a number of them to people not in employment

2.4    Further information on progress against the specific job opportunities and employability targets set out in the Investment Programme, along with details on this specific recruitment and ring-fencing initiative, are set out below.

3.0    Key Issues

3.1    Job opportunities

         Progress against the job opportunity targets previously agreed with Members are as follows:

         49 of the publicly advertised permanent job opportunities posts have been newly created posts and sixty have been permanent posts arising from staff turnover (pre- Investment programme these were likely to have been frozen). 22 of the temporary posts have been ‘newly created’ job opportunities and eleven have been temporary posts arising from staff turnover.

3.2    Recruitment and ring-fencing initiative

         The recruitment process for the BSC posts does not require applicants to possess formal qualifications or experience.  Instead, their skills and competence are tested by a series of computer-based tests, followed by paper-based skills tests, followed by interviews.

3.3.   The Equality Commission Northern Ireland (ECNI) has confirmed that it would be fully supportive of five of the 20 BSC posts being ring-fenced to people not in employment providing the rationale is clearly outlined, the approach and timeframe are well planned and that best practice is strictly adhered to.

3.3.1  Rationale: this relates to  ...  view the full minutes text for item 2f

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

            The Head of Corporate Communications reminded the Committee that, following the launch of the Investment Programme in February, a communications plan had been approved by the Committee at its meeting on 18th May.  In the intervening period, a short-term communications plan had been drawn up and implemented and to date there had been media, City Matters and website coverage for a number of initiatives including:

·     Super Connected Cities;

·     Mary Peters Track;

·     Dunville and Woodvale Parks;

·     the Local Investment Fund;

·     the jobs target (110 jobs and 170 placements this year); and

·     plans for the Belfast Waterfront Hall.

            Internally, there had also been regular updates to staff through the Intercom magazine, Interlink (intranet) and team briefings and, in addition, signage had been erected at the Mary Peters Track and the Dunville and Woodvale Parks.

            The Head of Corporate Communications explained that, with the first anniversary of the launch of the Investment Programme approaching in February, it was vital that communication was stepped up and that the contents of the original document were revisited and updates on any progress were pulled together.  He expressed the need to highlight projects on the ground that were being delivered and the progress on the headline developments, such as the Belfast Waterfront Hall and the Mary Peters Track and that the Council demonstrated that it was achieving its aims.

            He explained that the purpose of the report was to inform Members of plans to build on the original communications strategic approach paper and produce a fully developed action plan.  One of the issues to date had been the gathering of updated information on the progress from the various strands but the appointment, earlier in the month, of the Investment Programme Communications Officer and the recent appointments of the Programme Managers would resolve that ongoing difficulty.

            A communications group of officers involved in delivering the projects, led by the Director of Finance and Resources and the Head of Corporate Communications, had been set up and would develop the action plan, which would be submitted to the Committee for approval in January.  In addition, a quarterly report on communications issues would also be submitted.

            He stressed the importance of communications being politically-led.  Therefore, the Communications Group would report through the Budget and Transformation Panel to the Committee.

            In addition, individual parties had requested access to the Council’s photographic images to allow them to include publicity about the Council’s Investment Programme in their own publications.  It was possible for that to be provided and the Committee was requested to consider if that should be made available on request, through Corporate Communications, to Political Parties with the proviso that the Investment Programme should always be referred to as a cross-party Council innitiative.  That would be in keeping with the Council’s stated position that the Investment Programme was politically-led. 

            He requested also that the Committee reaffirm the protocols around lead representatives in photo calls and press releases  ...  view the full minutes text for item 2g

            The Committee was advised that the undernoted Requests for the Use of the City Hall and the Provision of Hospitality had been received:

            A Member advised the Committee that the Children’s Heartbeat Trust was holding a march from the Royal Belfast Hospital for Sick Children to Linenhall Street in order to highlight the current threat to children’s heart surgery in Northern Ireland. The event would take place on Saturday, 8th December from 12.00 noon and the organisers had requested that the Council grant the use of the Reception Hall following the march and provide hospitality in the form of a finger buffet for the 150 guests who would be in attendance. The organisation would be putting on a Santa and face-painting to entertain the children who would be attending the event in the City Hall.

            The Committee agreed to the request.

            The Committee was reminded that the Local Government (Payments to Councillors) (Amendment) Regulations (Northern Ireland) 2007 provided that the maximum amount which the Council was permitted to spend on Special Responsibility Allowance was £82,000 per annum.  The Committee, at its meeting in June, 2011, had agreed to the allocation of the Special Responsibility Allowance to cover the Chairmen and the Deputy Chairmen of the Standing Committees and the office holders within the Political Parties on the Council.

            The Democratic Services Manager pointed out that part of the allowance paid to each Party Leader was based upon the number of Members of their Party on the Council.  An amount of £194.48 per Member was allocated and that covered fifty of the fifty-one Councillors.  As Alderman McCoubrey was an Independent Member he had not been included in the calculations.  However, as Members would be aware, the Chief Executive had, on 14th November, received a letter from the Rt. Honourable Peter D. Robinson, MLA, informing him that Alderman McCoubrey had, from that date, become a Member of the Democratic Unionist Party.  That meant that the allocation of the Special Responsibility Allowance must be reviewed as Party strengths had altered with the Democratic Unionist Party now increasing to sixteen Members.  The result of the recalculation was that the amount allocated for each Party Member had reduced from £194.48 to £190.66, as set out hereunder:

Allocation of Special Responsibility Allowance – December, 2012

Chairmen and Deputy Chairmen of Standing Committees

Political Party Officers

Party Officer Basic Allocation                        £2,307

Remainder allocated to Political Party leaders         £190.66 per Member of the Party

            The Committee agreed to adopt the amended allocation of the Special Responsibility Allowance with effect from 1st December, 2012.

            The Committee was advised that the Northern Ireland Local Government Association would be holding its Annual Conference and Exhibition on Thursday, 28th February, 2013 in the Everglades Hotel and, similar to previous years, the event would incorporate also the Local Government Awards.

            The Director of Finance and Resources reported that the theme of this year’s conference was “Jobs and People First! Economic Growth Through LOCAL Economies”.  The aim of the Conference was to showcase and advocate the roles and future roles of community centred, effective and innovative Councils in Northern Ireland.  The event would seek also to encourage the sector to be pioneering in its delivery of the Local Government Reform Agenda, whilst keeping a key focus on the efficient delivery of quality services to citizens and sustaining local economies.

            As indicated, the Local Government Awards would be held in the evening of the event.  Those sought to recognise and showcase the best examples of service provision, new initiatives and outstanding commitment from Councillors, Councils and officers.  The Awards offered public recognition and awarded excellence for all those who shaped and delivered frontline Local Government services and he outlined the seven categories which the Awards covered.

            The Committee authorised the attendance at the Northern Ireland Local Government Association Annual Conference and Exhibition of the Chairman and the Deputy Chairman of the Committee and the Council’s representatives on the Association, together with the Chief Officers (or their nominees).

            The Committee noted the minutes of the Joint Meeting of the Lord Mayor, Party Leaders and Committee Chairs which had been held on 24th October.

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 12th November.

            The Committee considered the undernoted report:

“Relevant Background Information

      The Strategic Policy and Resources Committee agreed on 18 June 2010 that:

·        The Council would produce financial reporting packs for the Strategic Policy and Resources Committee and each Standing Committee on a quarterly basis

·        The Budget and Transformation Panel would also receive monthly financial updates if there were any significant issues to report.

      The reporting pack contains a summary dashboard of the financial indicators and an executive summary explaining the financial performance, a copy of which has been circulated. It also provides a more detailed explanation of each of the relevant indicators covering outturn to the second quarter, payment of creditors and recovery of debt. The reporting of procurement compliance to Members as part of the quarterly financial reporting was introduced in quarter 1 of 2012/13.

      The style and layout of the financial reporting pack reflects the discussion and feedback arising from the Members’ financial training at the end of September 2010.

Central finance and departmental management teams have worked together to develop the information within the reporting packs.

Key Issues

Current and Forecast Revenue Position for 2012/13

      The financial position for the Council at the end of Quarter 2 is a net departmental under-spend of £1.228m (2.1%). The forecast year end departmental position is an under-spend of £1.277m (1.1%), which is well within the acceptable variance limit of 3%.

      The key elements of the year to date net under-spend relate to:

·        Programming and lead time for Invest to Save projects (£180k)

·        Pension costs below half year budget (£101K)

·        In Health and Environmental Services, £392k due to delays in commencement of agreed programmes of work and unfilled posts in Environmental Health and receipt of additional income and unfilled posts in Building Control

·        In the Development Department, reduced community services transport costs (£129k) delays in recruitment and reductions in the use of casual staff (£103k) and additional net income for Events 2012 (£135k)

      There are four main components of the forecast year end position of a £1.27m under-spend. These are:

·        A potential under-spend of £200k in the central pensions budget

·        A £594k under-spend in the Health and Environmental Services budget due to slippage in the commencement of agreed programmes of work, mainly arising from the delay in establishing Police and Community Safety Partnerships as well as vacancies and unfilled posts and additional income from recyclable materials.

·        An under-spend in the Development Department budget of £568k due to vacant posts arising during the structural reviews, reduced transport costs and delays in the commencement of planned projects.

·        An over-spend of £350k in Parks and Leisure Services for increased utility costs and reduced external income.

      Members should note that efficiency savings in excess of £2.1m will be included in the 2013/14 estimates and this will assist in addressing many of the areas where under-spends have occurred this year

      The financial reporting pack contains more detail on both the overall Council position and the financial performance in each of the Committees.

      It should be emphasised  ...  view the full minutes text for item 4b

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

“1.      Relevant Background Information

1.1    This report provides an update for Members on the development of the 2013/14 revenue estimates, in line with the summary of the rate setting process for 2013/14 outlined in Table 1 below.

2       Key Issues

2.1    The report is presented in the context of the commitment given by Members, as part of the Investment Programme, that the council would set a district rate at no more than the rate of inflation. The Consumer Prices Index (CPI) annual inflation stands at 2.7 per cent in October 2012, up from 2.2 per cent in September. CPI is forecast to be around 2% in 2013.

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. The departments have all completed their estimates for 2013/14 and the outcome is that an increase of £1,111,900 (0.86%) is required for 2013/14. This increase comprises of the net effect of the following factors:

Table 2: Departmental Increase

2.3    The following paragraphs provide further information on the departmental increase summarised above.

         An analysis of the £2.5m of uncontrollable costs, which departments will incur, is provided in Table 3 below. This includes provision of a central budget to cover the potential for a 1% pay rise.

Table 3: Uncontrollable Costs

2.4    In August 2012, it was reported to Committee that the efficiency programme would generate £2.0m of savings from the 2013/14 revenue estimates. As the result of ongoing work in this area, further savings of £117k have been identified meaning that departmental efficiencies totalling £2.1m have been taken out of departmental budgets. The efficiency savings mean that the net impact of the uncontrollable costs has been reduced £351,300.

         A summary of the efficiency savings by theme has been included as Table 4 below.

Table 4: 2013/14 Efficiency Savings by Theme

         Capital Expenditure Plans

2.6    Capital Programme: This is used to pay for enhancements to existing council assets or for the provision of new assets owned by the council. The capital programme is financed through an annual budget of £10.14m and this budget is sufficient to meet the £75m spending commitment included in the council’s investment programme.

2.7    A stagnant rate base, rising uncontrollable costs and the pressure to keep the District Rate at below inflation has implications for the future financing of capital investment. This means that efficiencies will be required not just to keep the District Rate at an  ...  view the full minutes text for item 4c

            The Committee was advised that a request for financial assistance had been received from the City of Belfast Youth Orchestra towards the cost of a tour to Italy.

            The Director of Finance and Resources explained that, under Section 37 of the Local Government Finance Act (Northern Ireland) 2011, the Council had a discretion to consider exceptional requests for financial assistance.  A small, special expenditure budget (Grants and Subscriptions) within the Finance and Resources Department made provision for such requests providing:

·        the Council had the statutory authority to make such payments; and

·        assistance was not available from the remit of another Committee.

            He pointed out that the request for funding met the criteria previously agreed by the Committee and it was recommended that a contribution of £5,000 be made.

            Accordingly, it was

      Resolved – That expenditure of £5,000 in respect of the aforementioned event be approved under Section 37 of the Local Government Finance Act (Northern Ireland) 2011, it being the opinion of the Committee that the expenditure would be in the interest of, and would bring direct benefit to, the District and its inhabitants of the District, with the Committee being satisfied that the direct benefits so accruing would be commensurate with the payment to be made.

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    Following a recommendation from Parks and Leisure Committee, the Strategic Policy and Resources Committee (SP&R) at its meeting on 9 December 2011 approved three schemes, to be partially funded under Sport NI Community Capital scheme, for inclusion in the Council’s Capital Programme. The schemes were –

-  A 3G pitch at the Hammer Complex in partnership with Shankill United

-  A 3G pitch at Marrowbone Millennium Park in partnership with the Ardoyne Youth Providers Forum

-  A mountain bike trail at Barnett Demesne in partnership with Outdoor Recreation NI

1.2    The maximum grant anticipated for each scheme under Sport NI funding was £245,000. SP&R Committee agreed a maximum total capital financial support of £375,000 (a notional £125,000 per project) towards these projects. Committee agreed however that the allocation of money to each particular project should include a degree of flexibility as necessary to assist each club achieve its project objectives.

1.3    SP&R Committee further approved the advancement of the three projects to tender and delivery including award of contracts, subject to the maximum total capital above and the requisite legal agreements being in place to satisfy the requirements of Sport NI.

1.4    At its meeting on 22 June 2012 the Strategic Policy and Resources Committee received an update report on the three schemes in relation to the legal agreements, which included the delivery agreements through which the Council would deliver the project on behalf of the applicants.

2    Key Issues

2.1

         An update in relation to the current status of these schemes is outlined below for Members.

         Hammer 3G Pitch

2.2    No planning was required for this project therefore the Council asked Sport NI to agree to commence works in this financial year. Having initially rejected acceleration of delivery, Sport NI has now agreed for works to commence in March 2013. This has also been agreed with the Shankill United.

2.3    Budget estimates prepared by the Council’s design team indicate that the initial costs provided by Shankill United were underestimated and site investigations have revealed that ground stabilisation measures will need to be included in the proposal. The estimated cost of project delivery has therefore increased by £100k, taking the total capital funding request from the Council to £225k and Committee is therefore asked to agree this difference in funding.

         Marrowbone 3G Pitch

2.4    An initial proposal estimate of £500k was provided by Ardoyne Youth Providers Forum (AYPF) with their application to Sports NI (SNI). Anticipated SNI funding of £245k meant that this left a projected shortfall of £255k with a notional £125k of this coming from the Council.

2.5    However an economic appraisal undertaken by the Council indicates that the estimated gross project cost of £500K has been underestimated in the original proposal and the anticipated projects costs are likely to be £765k. These costs will not be firmed up until the design is complete and pre-tender estimates can be prepared.

2.6    Planning permission for  ...  view the full minutes text for item 4e

            The Committee was reminded that a proposal for the replacement of the Clement Wilson Bridge had been included as a committed project in the Capital Programme at an estimated gross cost of up to £200,000.  The current bridge structure had been identified in recent condition surveys as beyond its useful life expectancy and posed a potential health and safety risk.  Some repairs had been carried out on the bridge but a full replacement was being progressed as a priority.

            The Director of Property and Projects reported that a condition report, which had been undertaken by structural engineers in October, had highlighted several issues with the bridge.  The report indicated that further deterioration had taken place since it had previously been surveyed resulting in a number of latent trip hazards presenting themselves where timbers had rotted and the mesh covering had been left to span the gaps.  The bridge presented a potential safety risk to users and some remedial work had been undertaken to mitigate the risk as a short-term fix. 

            A Planning Application had been submitted, with a view to the commencement of works to replace the bridge in March/April, 2013, and a procurement process had been commenced to enable a contractor to be in place once planning permission had been received.  The Director of Finance and Resources had confirmed that there was capacity in the Capital Expenditure Budget to progress the project.

            Accordingly, it was recommended that the Committee approves:

·        the advancement of the Clement Wilson Bridge replacement proposal with a full commitment to invest up to £200,000; and

·        the invitation of tenders and implementation, with authority being delegated to the Director of Property and Projects, to award on the basis of the most economically advantageous tenders submitted on the basis of cost and quality.

            The Committee adopted the recommendation.

            (Mr. J. McGrillen, Director of Development, attended in connection with this item.)

            The Director of Development reminded the Committee that the European Union Unit had been leading on an Urban Lobby on behalf of Belfast and other surrounding Councils, that is, Lisburn, Castlereagh, Newtownabbey, North Down and Carrickfergus, known as Comet, with a view to securing an enhanced role with respect to the design and delivery of the EU Structural Funds Programmes 2014-2020.  To that end, the Unit had commissioned external consultants to consult with the Council and City Regional Stakeholders with regard to the emerging EU programme regulations and priorities.  The outputs of the work undertaken by the consultants included a report outlining challenges facing the Greater Belfast Urban Region post-2013, the implications and opportunities for the region aligned to the emerging EU Structural Funds Programmes, an analysis of the Comet strategies and plans and recommendations for an EU plan and delivery for the Comet region post-2013.

            He explained that, on 20th June, the Chief Officers had considered the consultant’s report and subsequently, on 31st October, the Lord Mayor had hosted a breakfast meeting with the Mayors and Chairs of Development and Chief Executives of the Comet Councils.  The purpose of that meeting had been to discuss the consultant’s paper and reach a consensus on the way forward with respect to the EU urban lobby.

            At that meeting, the Group had discussed at length the need to lobby Central Government to maximise and devolve EU funding to capacity Councils for the period 2014-2020.  Agreement had been reached to submit a lobby position to those Departments and the Assembly Committees to request that EU funding was devolved to the Comet region through the use of the new proposed Integrated Territorial Investment model.  That was a new EU model whereby European funding could be devolved to local authorities to deliver a pre-determined Integrated Urban Strategy for a defined economic, urban area.  It had been agreed also to reconvene in the New Year to discuss the appropriate geographical boundary for an Integrated Territorial Investment and to do that in the context of the Review of Public Administration and in conjunction with the Departments of Finance and Personnel, Enterprise, Trade and Investment and Employment and Learning, as authors of the future EU programmes for Northern Ireland.

            After discussion, the Committee granted approval for the Council to prepare and submit a lobby position to the Northern Ireland and United Kingdom Government, on behalf of the Comet Councils, to seek to maximise the role of EU funds delivery for the Greater Belfast urban area through the devolved use of European funding for the period 2014-2020.

            (Mrs. J. Minne, Head of Human Resources, attended in connection with these items.)

            The Committee was reminded that, at its meeting on 19th October, it had agreed to defer consideration of a one-off payment of £250 to employees who earned less than £21,000 per annum to enable clarification to be sought in relation to such a payment which had been made by another Northern Ireland Council.

            The Assistant Chief Executive reported that, since that meeting, he had received a further communication from the Council’s Trade Unions requesting an opportunity to discuss further the matter and, accordingly, he undertook to submit a further report in this regard to the Committee in January.

Noted.

            It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Finance and Resources had authorised the appointment of a member of staff who was related to an existing officer of the Council.

Noted.

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    The Strategic Policy Resources Committee on Friday 23 March 2012, agreed to progress the proposal for the relocation of the Belfast Welcome Centre (BWC) and Belfast Visitor and Convention Bureau (BVCB) as a committed scheme in the Capital Programme and Investment Programme 2012-2015 and to the allocation of Council capital funding of £810k (50% of the, then, estimated cost of £1.62m), and to Officers completing the lease negotiations on 8-10 Donegall Square North, Belfast.

2       Key Issues

2.1    Scheme design proposals have been developed for the project with a programmed delivery date of July 2013, to coincide with the end date of current lease for the existing premises in Donegall Place on 31 July 2013

2.2    The Northern Ireland Tourist Board (NITB) has agreed to support this project through their Tourism Development Scheme with funding sourced from the European Regional Development Fund (ERDF).

2.3    As the design has developed into specific proposals, and following building condition inspections, the overall budget for the project has increased to £1.86m based on a programme for delivery in July 2013

2.4    The Council expects to receive a letter of offer from the NITB during week commencing 19 November with funding support capped at £747,310

         The programme for delivery remains very challenging and contingency arrangements are being prepared in case delays are incurred. These include;

·        Extending the current lease for a further three months to 31 October 2013. A further quarter’s rent would amount to £40,000 plus service charge and rates. However due to a nine month rent free period agreed for the new premises this contingency option would mean that there would only be contemporaneous rental payments on the two premises for a period of one month;

·        Accelerating the procurement programme;

·        Providing for phased delivery of the BWC and the BVCB elements.

2.5    The next stage of the process is to invite tenders and appoint a contractor for the works and other associated capital elements of the project. To increase the possibility of delivering finished premises for the World Police and Fire Games (August 2013) and minimise the possibility of extending the lease, varying options are being considered to shorten the delivery programme.

2.6    One of the options to achieve this is to shorten the procurement processes for the appointment of a building contractor; however, this would require special consideration with regard to Standing Order 64, which requires the open advertisement of tenders, to permit the application of a simplified procurement process (such as that which has been introduced by the Central Procurement Directorate) and would involve randomly selecting six contractors registered with the Constructionline Government certification service and invite them to tender without open advertisement. This would potentially have the net effect of shortening the overall delivery process by 4 weeks. Following this process would not impact on the grant aid.

2.7    The lease for the new premises in Donegall Square North is being finalised by Legal Services, the Estates Management Unit  ...  view the full minutes text for item 6a

(includes issues from Committees and working groups in previous month)

            The Director of Property and Projects reported that, subsequent to a report on the Loughside Playing Fields development having been issued, the Environment Minister had announced that planning permission would not be granted for the scheme.

            After discussion, the Committee agreed to accept the Minister’s decision and not to pursue the matter further.

            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 Programme to proceed.  The Director of Property and Projects reminded the Committee further that, at its meeting on 17th June, 2011, it had approved the acquisition of an area of 0.029 acres of land off the Montgomery Road from the local branch of the Royal British Legion for £1,250.  In addition, the Committee, at its meeting on 24th August, 2012, had approved the acquisition of a portion of land from the Belfast Metropolitan College to allow the Council to transfer the said land as a compensatory strip to the Royal British Legion. 

            The Director reported that that arrangement was vital in order to allow the construction of the Greenway at that location.  Without the additional land on the College side of their site, the Trustees of the local British Legion Club could not have rebuilt their club premises without compromising the position of the Greenway.  He explained that the route of the Greenway, adjacent to the Royal British Legion, had proven difficult to agree and there was little scope for an alternate route at that location.  Following further negotiations with the Legion and the Trustees of the club, it had now been agreed that the Council would exchange a strip of land for the Royal British Legion’s land.  As both areas of land were considered to be of equal value, the Council would not have to pay the Legion the monies as previously approved. 

            The Committee granted approval for the exchange of lands with the British Legion as outlined.

            The Committee was advised that the Parks and Leisure Committee, at its meeting on 15th November, had considered a report on the proposed lease arrangements at Sir Thomas and Lady Dixon Park and the conversion of accommodation at the Belfast Castle and agreed:

1.          to approve the grant of a lease to Belfast City Marathon Limited of an area of land at Sir Thomas and Lady Dixon Park for one year and year to year thereafter, at a combined rent and service charge of £12,000 per annum, upon the terms set out and subject to a suitable legal agreement to be drawn up by the Town Solicitor;

2.          to accept the termination of the lease dated 16th December, 2010 between the Council and Belfast City Marathon Limited, from a mutually agreed date, in accordance with any relevant contractual and statutory obligations as may be legally necessary to achieve this and subject to a suitable legal agreement (as may be required) to be drawn up by the Town Solicitor;

3.          to note the proposed marketing of the vacated first floor offices area above the Stables Restaurant, with the proposed terms of any letting to be reported to Committee in due course; and

4.          to authorise further work by officers to establish the feasibility of converting 2nd floor accommodation at the Belfast Castle for potential commercial letting purposes.

            In accordance with Standing Order 60, the Committee approved the proposed lease arrangements.

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

            The Committee approved and adopted the minutes of the meeting of the Good Relations Partnership of 5th November.

            (Ms. D. Wheatley, Consultant, attended in connection with these items.)

            The Committee considered the undernoted report:

“Relevant Background Information

      The Committee will recall that, at its meeting on 18 May 2012, it considered and authorised the issue of two draft Equality Impact Assessment reports (EQIAs) on ‘Belfast City Hall: Promoting a Good and Harmonious Environment’ and the ‘Flying of the Union Flag’  for a period of public consultation. The draft reports set out the evidence gathered for each EQIA at that stage and preliminary conclusions.  The public consultation period ran for a 16 week period from 11 June – 1 October and allowed for an additional 4 weeks over the holiday period.

      The EQIAs and the related consultation process, including the design of the associated questionnaires, were undertaken in accordance with the advice of the Equality Commission and best practice regarding survey methodology.

Key Issues

      Information regarding the EQIAs was circulated widely, not only to Equality Scheme consultees, but to encourage members of the public to submit their views.  A variety of methods used included information on the Council’s website, a press release, a public advertisement and an article in the September edition of City Matters.   Questionnaires related to each of the 2 EQIAs were available to facilitate the process but respondents were advised that they could make their comments in any format.

      The views of the Council’s own employees were also sought as part of the EQIA process, since three Council buildings were affected by the policies.  This staff survey was well advertised internally and both an on-line survey and a hard copy questionnaire were available.  Arrangements were also made for the 1000 (approx.) front line staff who do not normally have access to a PC to have an opportunity to submit a response.  All employees were assured of confidentiality.

Analysis of consultation responses

      At the close of consultation on 1 October over 2,200 responses were received to both EQIAs, plus a petition of over 14,000 names.  The responses came in a wide variety of formats – i.e. on-line questionnaires, e-mails, hard copy letters and a petition.

      To ensure that all views expressed were considered appropriately, the responses were analysed by an independent external consultant with a good track record in survey methodology to ensure impartiality and a professional input.

      The consultants have assessed the range of varying views received and the potential differential impacts of the various options considered and have incorporated the findings from the consultation into the EQIA Final Decision Reports.

Joint Diversity Group

      The Joint Diversity Group of the Party Group Leaders’ Forum and Centenaries Working Group considered the EQIA Final Decision Reports at their meeting on Friday 16 November 2012.  The Consultants who had completed the EQIAs were in attendance and made short presentations on their findings.   The Joint Diversity Group made the following decisions in respect of each EQIA:

Belfast City Hall: Promoting a Good and Harmonious Environment

      In relation to this EQIA, the Joint Group agreed to re-affirm  ...  view the full minutes text for item 7b

            The Committee noted the minutes of the meeting of the Joint Group of the Party Group Leaders Forum and Historic Centenaries Working Group of 16th November.

            (Mrs. S. Wylie, Director of Health and Environmental Services, attended in connection with this item.)

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    The initial learning points following on from the serious flooding in June were reported to this Committee at a meeting on 10 August. Members will recall that there were particular issues regarding communication, coordination, sandbag distribution, and flood alleviation measures. The Lord Mayor, party group leaders and the Chief Executive held a meeting with the drainage agencies in July to discuss these issues and agree actions in moving forward. Following on from that meeting the Director of Health and Environmental Services provided information to the Department of Finance and Personnel’s Performance and Efficiency Delivery Unit (PEDU), which carried out a review on behalf of OFMDFM into the performance of the responding agencies to the June event. A report of the review has not yet been published.

1.2    The Council’s Emergency Coordination Officer hosted a multi agency debrief in the City Hall and carried out a number of internal reviews. A report of the main findings and recommendations for improvement has been circulated. The report contains the actions the Council, together with others will take forward in ensuring the impact of future flooding in Belfast is minimised and that we can respond in an efficient and effective way. It also includes the actions coming out of the multi agency debrief and the Council’s emergency Co?ordination Officer will link into the relevant work streams for taking those actions forward too.

2       Key Issues

2.1    Distribution of Sandbags

         Lack of agreement on the deployment of sandbags was a major issue during the June flooding and a temporary protocol was established during the response which was to be further developed. There have been a number of other incidents of heavy rain since June, which has resulted in continued requests for sandbags. The Council has firmed up the temporary sandbag protocol and this is in place until such times as a regional Memorandum of Understanding is developed and agreed by other Councils; the current protocol has been circulated. Work to establish local sandbag stores is also ongoing and a number are already in place in the following locations:

·        Ormeau Park

·        Musgrave Park

·        Duncrue Complex

·        Avoniel Leisure Centre

·        Orangefield Park (sandbag bunkers on trial)

·        Sandhill Green (sandbag bunkers on trial)

·        Sandhill Parade (sandbag bunkers on trial)

·        Clara Way (sandbag bunkers on trial)

·        Container at Orangefield Park moved to Dixon Playing Fields at Grand Parade, which provides a safer and more accessible location

·        Small quantity at Knocknagoney Community Centre

·        Small quantity at Salvation Army Church on Cregagh Road (operated by Age NI for older people)

2.2    Negotiations are ongoing to set up stores in other parts of the city and all agencies have worked well together during recent incidents of heavy rain to deploy sandbags and minimise the impact of flooding.

2.3    Community Emergency Plans

         Another early recommendation following the June flooding was the need to develop local community resilience  ...  view the full minutes text for item 8a

            The Committee was reminded that on 9th October, the Minister for Health, Social Services and Public Safety, Edwin Poots, had launched Transforming Your Care: Vision to Action, a consultation document which summarised the changes proposed to Northern Ireland’s Health and Social Care system.  The Committee was advised that the Minister had asked the Health and Social Care Board to carry out a consultation process on his behalf, which would conclude on 15th January, 2012 and, accordingly, correspondence had been received from Dr. George O’Neill, Chair of Belfast Local Commission Group, offering to brief the Committee in this regard.

            The Committee agreed that a briefing session, to which all Members of the Council would be invited, be held for this purpose.