Agenda and minutes

An apology for inability to attend was reported from Councillor Ó Muilleoir.

            No declarations of interest were reported.

The Committee was reminded that the Department of the Environment had issued recently for consultation the policy proposals which were to be contained within the Regulations which would bring into effect the Statutory Transition Committees.  An initial draft Council response to the consultation document had been submitted to the Belfast Voluntary Transition Committee on 8th February and had been deferred to allow Members the opportunity to further examine and discuss the proposals which had been put forward, with a final draft response to be submitted to the Strategic Policy and Resources Committee.  Accordingly, the undernoted response in this regard was submitted for the Committee’s consideration:

“Annex 2: POLICY PROPOSALS FOR CREATION OF STATUTORY TRANSITION COMMITTEES

         BELFAST CITY COUNCIL

         DRAFT RESPONSE

         INTRODUCTION

         Belfast City Council welcomes the opportunity to respond to the policy proposals for the establishment of Statutory Transition Committees issued by the Department. The Council believes that Statutory Transition Committees have an important role to play in taking forward necessary preparatory work around local government reform in advance of the Shadow Councils becoming operational in June 2014 and in strengthening the working relationships between merging councils.

         It is important to recognise the specific circumstances of the Belfast Statutory Transition Committee and the fact that the Council is not fully merging with any other council(s) but rather assimilating parts of adjacent Lisburn, Castlereagh and a small portion of North Down areas.   Notwithstanding, the Council is fully aware of the importance of representation from Lisburn and Castlereagh on the Belfast Statutory Transition Committee given its role in planning for the new larger geographical area. 

         The Council therefore welcomes the proposal set out within the paper that the Belfast Statutory Transition Committee would consist of 25 Members including representation from Castlereagh Borough and Lisburn City Councils. The Council further notes the recommendation set out within the paper stating that the “Department expects most STCs will retain the same members as the former VTCs”.  As the current Belfast VTC comprises 21 members, it is understood that the other 4 members on the Belfast STC would come from Lisburn and Castlereagh.  The Council has previously agreed that those Members must be representative of those areas coming into Belfast as the role of the STC will be to plan for the new geographical area.

         The Council is aware that when the enabling primary legislation (i.e. Local Government (Miscellaneous Provisions) Act (Northern Ireland) 2010) had been adopted; it was within the context of there being no Shadow Council period being put in place.  With the introduction of Shadow Councils in June 2014, it will be important that there is clarity of role; with a core focus of Statutory Transition Committees being to take forward necessary preparatory work to enable the Shadow Councils to take decisions and progress key strands of work to ensure the establishment and operation of the new councils in April 2015.  

         The Council would seek clarification on the anticipated timescale for bringing forward Statutory Transition Committees and the subsequent operational lead-in  ...  view the full minutes text for item 2a

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    The Belfast Statutory Transition Committee (STC) will comprise 25 members, 21 from Belfast City Council (i.e. the Members of the current VTC) with the remaining 4 Members coming from the existing Lisburn City and Castlereagh Borough Councils.

1.2    The Policy Proposals paper released recently by the Department of the Environment does not specify how these additional 4 Members should be appointed.  Belfast City Council has previously adopted a position that those 4 Members should represent the areas of the existing Lisburn and Castlereagh Councils which will transfer to the Belfast Council area in 2015.  The STC will be considering a range of investment and operational issues in the lead up to the formation of the new Council and it is recommended that the Council should write formally to the Department expressing the view that it is essential that the Members from Lisburn and Castlereagh are representative of the areas which will transfer.

2       Key Issues

2.1    It would seem to be reasonable that in appointing the representatives from Lisburn and Castlereagh a system of proportionality is employed to ensure fairness in the appointment process.

2.2    The main problem in trying to establish which representatives should be appointed is that the areas to transfer are based upon the new Ward boundaries as established by the Boundaries Commissioner in June 2009 whereas any analysis of the Party strengths on the Councils can only be based upon the 2011 local election results which were held on the basis of the existing (or old) ward boundaries.  We are therefore not comparing like with like and are only making the best fit that is available to us.

2.3    Lisburn City Council

2.4    From the area of the existing Lisburn City district, the Commissioner recommended that the localities of Collin Glen, Poleglass, Lagmore, Twinbrook, Kilwee and Dunmurry should be incorporated in the Belfast district.  The existing Dunmurry Cross District Electoral Area in Lisburn includes the wards: Collin Glen, Poleglass, Kilwee, Twinbrook, Dunmurry  Seymour Hill and Derriaghy and therefore the existing Dunmurry Cross DEA appears to fit quite well with the area to transfer and that DEA has been used for the proportionality calculations.

2.5    The 2011 election results of the Dunmurry Cross DEA gave the following results:

         SF                  5

         SDLP             1

         DUP               1

         Total              7

2.6    In calculating which of the parties should be allocated the 2 seats on the Belfast STC we use the formula:

Number of members in the party elected in the DEA

____________________________________             x number of seats on   the STC

Total number of members elected in the DEA

         This gives the following result:

         SF                5/7x2=1.43      1 rounded up to 2

         SDLP           1/7x2=0.29      0

         DUP             1/7x2=0.29      0

         Therefore, Sinn Fein would be allocated both seats on the Belfast STC.

2.7    It would also be perfectly reasonable to base the decision on the use of the d’Hondt table of choices.  If we use the d’Hondt table based upon the Dunmurry Cross DEA alone  ...  view the full minutes text for item 2b

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    At its meeting in April 2012, the Strategic Policy & Resources Committee agreed to convene Area Working Groups (AWGs) to support effective ‘place-shaping’ and make recommendations on investment decisions for their local area including the Local Investment Fund and the Feasibility Fund.

1.2    The Local Investment Fund was established to support the delivery of key local regeneration projects in neighbourhoods and as a means for Members to connect with local communities in their area, in preparation for their formal role in community planning under the RPA.  SP&R Committee agreed on 23 March 2012 that there was a minimum level of investment through LIF of no less than £15,000 and unlikely to exceed £250,000 to ensure focus on more local investments and the opportunity for a broad spread of investment across the city.  North, South, East and West AWGs were allocated £1,127,500 each, with a proportionate amount of £490,000 for the Shankill area.

1.3    The Area Working Groups held their first meetings in June 2012 and each AWG has met on at least a monthly basis since this time. As part of this process, 58 Local Investment Fund project proposals have been recommended for funding by the AWGs and been approved in principle for funding by Strategic Policy & Resources.

2.0    Key Issues

         LIF Processes and Governance

2.1    Members will recall that they approved in September 2012 the governance arrangements, including the financial governance, for LIF.  Members are asked to note that detailed processes have been established for each stage of LIF. These include –

§     Stage 1 – the project proposal stage – up until the project has been approved in principle for funding by SP&R or been rejected at this Stage by the AWG

§     Stage 2 – the due-diligence process - an in-depth scrutiny of the project proposal forms which have been recommended for funding by SP&R

§     Stage 3 – the delivery process – the project delivery method and who will undertake delivery

§     Stage 4 – the payment process.

2.2    Members will be aware that the Council has a duty to ensure public money is spent wisely and the Council’s investment is properly protected. In order to ensure this, a thorough due-diligence process has been established and each project proposal is subject to this process.  The first step in the due-diligence process is that projects which have been approved in principle to receive funding are written out to and asked to provide written confirmation and clarification of issues identified or detailed information that remains outstanding.  A due-diligence checklist has been developed in order to ensure that the Council captures all the information that it needs in order to properly and rigorously scrutinise proposals.  Information that needs to be provided includes:

­                Legal provision to support the proposal – Vires

­                Capacity to deliver the proposed project and approach including timescales

­                Governance: constitution; appropriate policies; minutes of Board meeting to confirm grant application

­  ...  view the full minutes text for item 3a

            The Committee considered the undernoted report:

“1       Relevant Background Information

1.1      Information and Communications Technology (ICT) are central to the delivery of the Council’s corporate plans. How we use technology to manage our information has a critical and expanding role in improving access to our services and provides new ways of working which can improve both service quality and staff productivity.

1.2      We all now expect ICT to enable:

·                  increasing mobility,

·                  access to information wherever we are,

·                  location-based information which can shape how we make our decisions,

·                  access to social networks to deliver a personally relevant experience that is integrated into, and initiated from, various social platforms.

1.3      This means that the Council requires an ICT Strategy which ensures that the right set of policies, working practices and supporting technology are put in place because information technology and the management of our information:

·                  is an essential element of good corporate governance,

·                  provides Members and Chief Officers with the right information to support effective decision making,

·                  challenges our thinking on how we deliver services and supports innovation in service design,

·                  sets direction in terms of investment in technology assuring alignment to corporate objectives,

·                  and provides the basis of accountability to Elected Members and the citizens of Belfast for the stewardship and use of IT resources.

2         Key Issues

           Key elements of the Council’s ICT strategy should include:

2.1      Strategy and Business Alignment

           It is important that the Council invests in the right technology to meet the business objectives of the Council both corporately and at service level. This becomes more important in the context of modernising public services and the drive to deliver efficiency and value for money. It is essential that planning for the use of IT is fully integrated with the financial, capital, human resources and business planning processes of the Council.

2.2      Management and Governance

           The Council needs to direct and control IT resources to achieve the objectives of the Corporate Plan as well as employing good practices for managing the business operation of IT.

2.3      Business Applications

           Critical to the delivery of the council’s goals will be the plan to evolve our business applications to support our business strategy and underlying processes.

2.4      Technology and Architecture

           A critical element of the framework is the underlying technology infrastructure and the processes for developing, deploying, enhancing and supporting the business capabilities using technology solutions. It is equally critical that these solutions are measured in terms of their fitness for purpose and return on investment. Reporting on performance of KPIs against targets will form part of the routine measurement of the performance of our ICT services.

2.5      Organisation and skills

           An essential element is the capacity of the Council in terms of its IT skills as well as management ability to deliver change effectively and create and promote an environment of productivity, learning and employee satisfaction.

3         Resource Implications

3.1      Cost of external assistance to develop an ICT Strategy £25,000 - £30,000

3.2      The ICT Strategy will result in the  ...  view the full minutes text for item 3b

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    Members will be aware that the Belfast City Council Investment Programme 2012-15 sets out a package of measures to help address the impact of the economic downturn across Belfast and to capitalise on the city’s growing reputation as a choice for foreign direct investment and a top tourism and cultural destination.  One of the major capital schemes to promote economic growth in key sectors is the proposed Digital Hub. 

1.2    The development of a digital hub has a close strategic alignment with the Super Connected Belfast Project which will see a £13.7million investment in the city’s digital infrastructure.  A key element of the Super Connected Belfast programme is the creation and growth of businesses in the Digital content sector and it is envisaged that a Digital Hub would play a key role in delivering on the objectives set out in the business case submitted to the Department of Culture, Media and Sport in support of Council’s submission.

1.3    In order to further develop and refine the concept, and to test its viability, the Development Committee agreed in June 2012 to support a feasibility study into the development of a hub in Belfast.  The Committee agreed that the feasibility study should look at not just the digital content sector but consider the broader creative industry sector which includes music, film, tv, digital media and design.  The feasibility study was commissioned in September 2012 and Ekos were appointed to carry out this work.  The company has extensive experience in this area and have carried out similar studies for the creative media centre in Stornoway, Media Enterprise Centres in Manchester as well as creative industries strategies for Creative Scotland and the London Development Agency.

2       Key Issues

2.1    The feasibility study required the company to consider a range of issues including:

-        Assessment of how the concept would sit within the strategic context of wider support for sectoral growth from other national and regional government departments, including engagement with relevant stakeholder bodies to consider their support for such a scheme

-             Quantification of demand for the development, to be assessed through engagement with potential end-users and stakeholders such as Invest NI

-             Consideration of the infrastructure requirements of such a facility, to encourage optimal use

-             Consideration of locational requirements of a development of this nature

-             Identification of the type of support services that could “wrap around” the physical space to support business growth and collaboration between resident businesses and other companies

-             Consideration of the most suitable options for management for the facilities including cost projections.

2.2    Consultation with both the private and public sector was also a key element of the feasibility study.  25 Belfast-based companies spanning the key sectors of film, TV, music, digital media and design were consulted along with key public sector stakeholders including Invest NI, Department for Culture, Arts and Leisure (DCAL), Office of the First and Deputy First Minister (OFMDFM), Digital Circle  ...  view the full minutes text for item 3c

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    Members will be aware that, at the 21 September 2012 meeting of the Strategic Policy and Resources Committee, an update report on the Forthriver project was presented for information. 

1.2    Members were advised that, instead of progressing the project by means of a development brief (which had been the original intention), Invest NI had just provided confirmation that the only means by which the Council would be guaranteed the £4 million European Regional Development funding towards the project was for the Council to undertake the construction of the building itself.  This would mean that the Council would undertake to build the premises and retain it in its ownership, however, a separate contract would be developed for another agency to operate the scheme.

1.3    The Committee agreed this approach, namely that the Council undertake the construction of the Forthriver Innovation Centre, following which a separate contract would be drawn up to seek expressions of interest for a third party to operate the building.

1.4    In order to ascertain the viability of the proposed scheme and to consider the cost implications, the Development Committee approved a budget for a feasibility study and business case at its meeting on 20 November 2012.  Capaxo Ltd were appointed to carry out the work and the timeframe for completion was mid-February 2013.  This was to allow the submission of a funding bid to Invest NI in advance of the 28 February 2013 deadline.

2       Key Issues

2.1    As part of the feasibility study and business case process, meetings were held with a range of potential end-users (both through direct engagement with companies and through trade bodies such as Momentum) as well as key statutory partners (Invest NI, universities, Belfast Metropolitan College, DETI, DCAL), other enterprise partners (Argyle Business Centre, Ortus, Workwest, Northern Ireland Science Park) and other relevant parties such as MATRIX and the Strategic Investment Board.

2.2    A workshop was also organised for elected Members in the areas immediately adjacent to the site and other political briefings were also held.

2.3    The feasibility study suggests that there is both demand and support for a development at this site and that it could have a significant regeneration impact for the area and act as a catalyst for the wider site development.  However it acknowledges that there are challenges not only in relation to the physical site in terms of both contaminants that are likely to remain from the previous industrial use and perceptions about how accessible the site is and its distance from the city centre, but also given that this is an interface site.  In this regard, it recognises the need for cross-community support to ensure that it is a neutral employment location.

2.4    The study suggests that there are significant opportunities for collaboration with e3 and other enterprise support partners (e.g. NISP, Argyle, Ortus) to ensure a steady flow of potential tenants and to support collaborative business support programmes and  ...  view the full minutes text for item 3d

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

            The Committee was advised that a request had been received from a group representing the young people affiliated to each of the five main Political Parties, that is, Sinn Fein, the Social Democratic and Labour Party, the Democratic Unionist Party, the Ulster Unionist Party and Alliance Party, in Northern Ireland for the use of the Council Chamber for a political debate.  The Group wished to hold the debate in March and would invite eight representatives from each of the aforementioned Parties, together with eight representatives from the Progressive Unionist Party, to take part.  That meant there would be 48 participants, with other affiliated members of the Parties being present in the public gallery.

            The Democratic Services Manager explained that the use of the Council for events other than the monthly Council meeting required the approval of the Committee.

The Committee granted the approval sought and approved also the provision of appropriate hospitality.

            The Committee was reminded that the Council, at a special meeting on 1st November, 2012, had agreed to elect and admit Dame Mary Peters as a Freeman of the City of Belfast.  Accordingly, the Democratic Services Manager submitted, for the information of the Members, a report which sought to update the Committee on the detailed discussions on the arrangements for the event to mark this occasion which had taken place involving the Lord Mayor, Dame Mary Peters and representatives of her sporting foundation and Council officers.

            The Democratic Services Manager explained that previous ceremonies had included a Special Meeting of the Council which was held in the Council Chamber.  Those ceremonies were very formal in nature and were followed by a dinner.  However, since a Special Meeting had been held on 1st November, 2012, there was no (legal) requirement to hold another Special Meeting.  In addition, Dame Mary had indicated that her preference would be for a modern and less formal approach to a ceremony which could be viewed and enjoyed by all guests together in one location and not be restricted by the capacity of the Council Chamber.  Furthermore, Dame Mary had expressed a strong desire that any event should seek to:

·         celebrate sport in the City;

·         build on the enthusiasm of the Olympics and ParaOlympics in 2012;

·         recognise the importance of sport for young people and help to encourage participation in schools sports;

·         be cross-community based; and

·         recognise those actively participating in sport in the City

            It was proposed that the celebrations would take place on Wednesday, 8th May, 2013 and would include a sporting event in the morning, followed by a short ceremony and dinner that evening.

            The Committee approved the proposals to celebrate the conferment of the Freedom of the City on Dame Mary Peters as outlined.

            The Committee was advised that the European Local Democracy Week was an annual event held each October, the overarching purpose of which was to promote a better involvement of citizens in public life, enhance transparency of local government mechanisms and improve social cohesion, in particular among young people and disadvantaged groups.  It built on Local Democracy Week, in which the Council had been involved in previous years, by organising and hosting events involving young people from across the City. 

            In 2012 the Council had organised and delivered the EurVoice event which allowed pupils from secondary schools, members of the Council’s Youth Forum, representatives of the European Youth Parliament and participants from community groups in the City to interact with their local Councillors who undertook the role of Youth Champion within their Party.  That event had proved to be very successful and feedback from the schools and community groups and from the Councillors after the event was very positive.  Participants felt that the event was a fun and convenient way for them all to meet on a one-to-one basis and get a sense of and discuss through many mutually important and relevant issues. 

            A Project Steering Group had been set up to organise the 2013 event and was comprised of officers from several sections of the Council, together with external organisations.  Following the success of the previous year’s event, it was felt it would be worth organising an even more engaging and enjoyable event where both young people and Councillors could meet to discuss the relevant issues which faced the young citizens of our City and to build on the themes which had been discussed at the previous event.  In addition to the participants who had attended in 2012, invitations would also be extended to young people in the wider community.  The event would take place in the Great Hall on Tuesday, 8th October, 2013 from 12.00 noon till 4.00 p.m. and would target Belfast school and youth organisations.  A series of activities was planned, which included:

·         participating in a mock voting exercise;

·         use of technology to conduct an opinion poll on a range of issues affecting young people, enabling instant feedback;

·         workshops;

·         panel question and answer session; and

·         closing mini-interviews to establish the impact of the event on participants’ viewpoints.

            It was expected that the event would cost approximately £3,600 which would include hospitality, IT provision and Master of Ceremony costs, provision for which had been made within the Revenue Estimates.

            The Committee agreed to the hosting of the EurVoice event as outlined.

            The Committee approved and adopted the minutes of the meeting of the Belfast Lord Mayor, Party Leaders and Committee Chairs which had been held on 13th February.

            The minutes of the meeting of the Party Leaders’ Forum which had been held on 13th February were approved and adopted.

            The Committee was advised that the Local Authority Members’ Association was holding its Spring Seminar in Gorey, Co. Wexford on 5th and 6th April.  The theme of the seminar was Local Authorities in Ireland – New Challenges, New Opportunities.  Keynote speakers would include Fergus O’Dowd, T.D. and Damien Tiernan, RTE Regional Correspondent.  Delegates at the seminar would have an opportunity to explore and debate subjects such as health and safety in the workplace, challenges facing local councils and the opportunities for change which the upcoming Reform of Local Government might present.  The approximate cost per delegate would be £665 and it was recommended that the Committee authorise the attendance at the seminar of the Chairman, the Deputy Chairman, the Council’s representatives on the National Association of Councillors, Northern Ireland Region (or their nominees) and a representative of each of the Parties on the Council not represented by the aforementioned Members.

            The Committee agreed, on a vote by show of hands, with nine Members voting for and five against, to adopt the recommendation.

            The Director of Finance and Resources submitted for the Committee’s consideration 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.  It also provides a more detailed explanation of each of the relevant indicators covering outturn to the third 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 3 is a net departmental under-spend of £1.44m (1.6%). The forecast year end departmental position is an under-spend of £1.03m (0.9%), which is well within the acceptable variance limit of 3%.

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

·    Expenditure on Invest to Save projects below quarter 3 budget position (£270k)

·       In Health and Environmental Services (£426k) mainly due to the receipt of additional income in Building Control, reduced waste tonnages, staff vacancies  and delays in the commencement of programmes of work largely due to the time taken for the Policing and Community Safety Partnership to be established.

·       In Parks and Leisure (£496k) due to delays in planned works on playgrounds and work programmes mainly in leisure development activities, offset by the loss of external income.

         There are four main components of the forecast year end position of a £1.034m under-spend. These are:

·       A potential under-spend of £250k in the Invest to Save budget. Demand on this budget will increase over the next few years as the complexity of the Efficiency Programme increases.

·       A £650k under-spend in the Health and Environmental Services budget due to the receipt of additional income, reduced waste tonnages and delays in establishing the Policing and Community Safety Partnerships.

·       An under-spend in the Development Department budget of £175k mainly due to vacant posts arising during the structural reviews.

·       An over-spend of £161k in Parks and Leisure Services for increased utility costs and reduced external income.

         Capital Financing

         The capital financing budget, of £10.14m, is forecast to be on budget at the year end and is made up of £2.05m to finance existing loans relating to the City Hall, Ulster Hall and Grove Wellbeing Centre projects with a further £6.97m used to finance other committed capital programme projects. The balance of the budget  ...  view the full minutes text for item 5a

            The Committee considered the undernoted report:

“1.0  Relevant Background Information

1.1    Belfast City Council is a major funder of Advice & Information Services via a consortium model based on geographical providers.  This approach to funding and advice delivery was established in 2005/06 and involves over 20 organisations which include both Citizens’ Advice Bureau and Independent Advice providers.  Essential criteria for receiving BCC Advice funding are that organisations need to give generalist advice and be associated to Citizens Advice or Advice N.I. Any requests for BCC funding from specialist advice providers are signposted to the relevant Government Department.

1.2    The current ongoing economic downturn and resultant uncertainty facing many households has resulted in an increase in the numbers of people accessing the services of advice agencies particularly, but not exclusively, in relation to debt and money advice services.  The advice sector is experiencing difficulties in responding to this increased demand.

1.3    The BCC administered total financial support for Advice Services in Belfast last year was £825,619. This allowed the sector to process 191,085 enquiries of which over 26,569 were debt related.  Monitoring returns demonstrate the funds levered an additional £41,947,284 in claimed benefits.

1.4    In line with the Welfare Reform – Notion of Motion passed by Council on 1^st November 2012, officers have been working with the advice providers to identify potential funding sources to support a citywide Tribunal Service.  The advice sector developed and submitted a 2 year programme which the Development Committee considered at their meeting on 20^th November 2012.  This meeting agreed in principle to seek to resource the programme from an in-year reallocation of funds as part of the Quarter 3 finance report. 

2.0    Key Issues

2.1    Representatives from the 5 Advice consortia are seeking BCC support to resource their proposal to deliver a Tribunal/Appeals Service across the city that clients can avail of at any BCC funded advice service. 

2.2    This Belfast Tribunal Representation Service would represent clients who wish to appeal SSA decisions on benefits including Employment Support Allowance, Disability Living Allowance, Personal Independent Payment, Universal Credit and any other SSA benefit. This service would enable clients to challenge decisions, assisting them through the process and representing them at hearings.

2.3    Since the introduction of Employment Support Allowance (ESA) in 2011, the need for tribunal representation has steadily increased, as the number of claimants being disallowed benefit has grown, due to continuous changes to benefit criteria and constant periodic reviews of ESA claimants by ATOS, a commercial medical support service.

         The advice consortia network indicates that this trend is likely to accelerate with the introduction of Welfare Reform, which represents the most significant change to the benefit system since the foundation of the Welfare State.

2.4    At present, advice services across the city are stretched, with advisors not only having to accommodate increasing numbers of clients, but also dealing with more complex cases, which are more time consuming because of the need to more actively monitor and progress claims on behalf of clients, and  ...  view the full minutes text for item 5b

            The Committee considered the undernoted report:

“1.0  Relevant Background Information

1.1    This report presents a request for financial assistance from the Northern Ireland Hospice towards the cost of the re?development of the hospice at Somerton House, Belfast.

1.2    The redevelopment will provide 18 beds in single en-suite rooms with supporting facilities for staff, families and volunteers. It will also create a dedicated Education and Resource Centre and a new Day Hospice facility capable sustaining the current level of support and clinical interventions in an enhanced environment.  

1.3    The cost of the project is estimated at £11m with plans by the Hospice to raise approximately £3m from a public capital appeal over the next 3 years.

1.4    Under Section 37 of the Local Government Finance Act (Northern Ireland) 2011, the council has discretion to consider exceptional requests for financial assistance.

·   The council has the statutory authority to make such payments

·     Assistance is not available from the remit of another Committee

1.5    The criteria for assessing requests for assistance which would fall within the council’s special expenditure budget were approved by the Policy and Resources Committee on the 18 June 2004.

2.0    Key Issues

2.1    The people cared for at Somerton House include some of the most economically and socially deprived in Northern Ireland.

2.2    The facility provides regular employment for some 111 staff and is a focal point for around 321 local volunteers, who give regularly of their time and talents in the service of the hospice.

2.3    The local community has invested heavily in the facility over the years generating revenue of over £5m each year in voluntary funds.

2.4    The request submitted by the NI Hospice states that the project supports Belfast City Council’s Corporate Strategic Objectives in the following ways:-

·     ‘The NI Hospice cares for people at a time of great need and engenders a sense of confidence that the City will look after its citizens – from cradle to grave.’

·     ‘Hospice volunteers contribute to a strong sense of community in the local area.’

·     ‘The Hospice is a rare shared place in North Belfast and promotes positive relations amongst the whole community both through care received there and in fundraising for the service.’

·     ‘Investment in the hospice is an investment in North Belfast – an area of tremendous need.’

·     ‘Internationally, the Hospice has a remit around education and research, with links in palliative care, education and training in the USA, India and Asia and aspires to be a world leader in palliative care developing models that can be replicated worldwide.’

·     ‘The NI Hospice is founding member of the All-Ireland Institute of Palliative Care.’

·     ‘The NI Hospice is the largest hospice (by income/expenditure) in the UK and trains all junior doctors in Northern Ireland in Palliative care as well as a range of healthcare professional from both private and public sector.’ 

2.5    Legal Services have reviewed the request for funding and have advised that the proposal would fall within the criteria agreed by the Policy and Resources Committee  ...  view the full minutes text for item 5c

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 14th February.

            The Committee approved the commencement of tendering exercises in respect of the following:

            The Committee noted that the contracts would be awarded by the Director of Property and Projects, in accordance with the Scheme of Delegation, to the most advantageous tenders received.

            The Director of Property and Projects reminded the Committee that the Project Management Unit was developing various proposals which had been approved by the Committee for inclusion in the Capital Programme and for progress to feasibility stage.  At the feasibility stage there was commonly a need for a detailed consideration of site conditions as part of the appraisal of planning and development options and the evaluation of anticipated risks.  Normally that work was obtained through a quotation which did not require Committee approval.

            The Director explained that the extent of site investigations was becoming more rigorous as new guidelines were introduced by the Northern Ireland Environment Agency, as part of the Planning process, and the Council’s own statutory contaminated land obligations.  Given the number of projects, it would be more practical to aggregate several site investigations into a single contract rather than address each investigation separately.  Therefore, it was proposed that the procurement of site investigations would be by means of a tender, rather than by numerous quotations, and consequently that required the approval of the Committee for the invitation of tenders and the award of contracts. 

            He pointed out that, besides the Capital Schemes, there were also several projects going through the system in regard to the Local Investment Fund and the Social Investment Fund which would also require site investigations.

            The Committee approved the invitation of tenders and the award of contracts for site investigation works in respect of physical schemes which had been approved to progress to feasibility stage and noted that the contracts would be awarded by the Director in accordance with the Scheme of Delegation.

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

            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 members of staff who were related to existing officers of the Council.

Noted.

            The Committee agreed to defer consideration of a report in relation to the pay request from the Belfast City Council Trade Union Group to enable the Head of Human Resources to undertake further discussions with the representatives of the Trade Unions and for a further report thereon to be submitted to a future meeting of the Committee.

            The Committee was reminded that, following the decision of the Council on 4th December, 2012, the Committee, at its meeting on 14th December, had agreed to the advancement of a proposal for a two room changing pavilion and meeting room at the Suffolk Playing Fields through the Gates governance process as an uncommitted proposal for the Capital Programme, with further reports being presented at relevant stages for consideration for inclusion in the aforementioned Programme against financial resource availability and prioritisation against other emerging proposals.

            The Director of Property and Projects explained that a Strategic Outline Case had since been prepared and approval was now sought for the advancement of the proposal to the “uncommitted” section, that is, stage 1 of the Capital Programme and for an economic appraisal to be undertaken and an Outline Business Case to be prepared.  He pointed out that the project formed part of the wider Pitches Programme, which included the playing fields under the pitches strategy, together with the other grounds which the Council had committed resources to.  High level costs had been estimated at £117,500 and those would be fully appraised in Stage 2.  The outcome and recommendation of the economic appraisal and the Outline Business Case would be reported back to the Committee in due course.  The likely cost of the economic appraisal would be in the region of between £5,000 and £10,000.

            The Committee agreed, from a corporate capital finance perspective, to the advancement of the proposal to the “uncommitted” section of the Capital Programme and approved a full economic appraisal being undertaken.

            The Committee considered the undernoted report:

“1.    Relevant Background Information

1.1    At its meeting of 25th April 2012 the Committee approved the invitation of tenders for the implementation of the ‘ILLUMINATE’ project. This project seeks to facilitate the introduction of low-energy LED lighting in order to sustainably reduce energy consumption and CO₂ emissions.

1.2    The project, which is part-funded by EC grant in partnership with six other Cities and will replace the existing City Hall façade lighting on the front, east and west facades as well as the main dome and turretsetc. The project is well-advanced, and it is anticipated that the installation will be complete, tested and ready for first use by April 2013.

1.3    In terms of the overall estimated savings in energy and replacement lamp costs the situation is as follows:

         Estimated annual reduction in electricity usage and costs:-

1.4    In addition, the LED fittings provide a very significantly longer life-span than the standard floodlights, requiring replacement every 12-15 years as opposed to every 3 years on average. This produces a further estimated re-lamping saving of £4,500 per annum.

1.5    In terms of the potential for reductions in CO₂ emissions the new system will represent an estimated reduction of 41 tonnes per annum, or just under 25% of the council’s total annual carbon-reduction target (and a further £500 per annum saving in related CRC payments).

1.6    Overall, the new system will therefore reduce total City Hall energy costs by approximately £14,000 per annum and also significantly reduce CO₂ emissions.

1.7    However, in addition to the financial and environmental benefits to be gained by the new LED technology, the system has a range of additional benefits. Specifically, it is possible to precisely control the brightness and colour of each of the 433 lamps independently, and consequently a wide variety of effects can be obtained ranging from very subtle light, shade and colour effects emphasizing the building’s architectural features to a full colour ‘wash’ of the building for special events and charity functions etc.  It should be noted that the same system of lighting has recently been installed on the Empire State building in New York city to considerable public acclaim, and has become a recognised tourist attraction.

1.8    These features, if properly and imaginatively used, clearly have the potential to enhance the appearance and public perception of the City Hall amongst tourists, visitors and residents, and may attract significant media interest. The suppliers are therefore providing specialist assistance in terms of lighting design, to ensure that the system complements the building appropriately. Some modest additional expenditure may be necessary to cover this.

1.9    It is important that the Committee sets clear parameters around the circumstances in which the enhanced lighting features will be used, and the extent to which charities, event organisers and other organizations will have access to them.

1.10 Members will  ...  view the full minutes text for item 7b

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    At its meeting of 24 January 2008 the Strategic Policy and Resources Committee declared the former civic amenity site at Primrose Street as surplus to Council requirements and granted approval to placing the premises for sale on the open market. The property was placed on the open market with O’Connor Kennedy Turtle Estate Agents in June 2008.

1.2    The premises were originally marketed at £225,000 for both the Council premises and the adjoining area of land owned by Ligoniel District & Homing Pigeon Society Social Club, with the value apportioned to the Council’s land approximately £165,000. The Pigeon Club subsequently withdrew their portion of land from the market in February 2011 and from this time the Agent has marketed the Council’s property independently. The property consists of old dilapidated buildings and a service yard, on a site area of 0.087 acres.

1.3    The property has been continuously marketed from June 2008, however its value has fallen significantly due to the economic downturn and difficulties for potential buyers securing finance which has resulted in limited interest. Nevertheless several offers have been received, however all have been withdrawn or have been considerably less than the Agent‘s recommendation of current market value. Due to the lack of interest and level of offers to purchase, the property was also being advertised to let through the same Agent, as approved by the Strategic Policy and Resources Committee at their meeting on 21 January 2011. This has also generated some interest, however interested parties were unable to provide the required references and business details.

1.4    The Council have now received an unconditional cash offer of £30,000 to purchase the property from a private individual.

2       Key Issues

2.1    The Agent feels this offer represents the best value achievable in the current economic climate. The property has been on the market for over 4 years, during which time the premises have been extensively advertised in newspapers and on relevant websites. There have also been several mail shots to developers and housing associations and continuous presence of ‘for sale/to let’ signs on the property.

2.2    The bidder is proposing to refurbish the property to office use with some storage and on-site parking. In order to ensure the premises are brought back into economic use as soon as possible, as a result of this sale, the purchaser will be required to undertake the proposed refurbishment woks and to take-up occupation as a condition of this disposal. In the event that the purchaser fails to comply with the sale conditions the purchase contract may be rescinded, subject to a further report being brought back to Committee, and the property returned to Council’s ownership.

3       Resource Implications

3.1    Financial

         The sale of this property will result in a total capital return to the Council of £30,000 which could be directed to the Council’s Investment Programme or other priorities. However, if the purchase contract is rescinded and the property returned to council’s  ...  view the full minutes text for item 7c

            The Committee was reminded that, at its meeting on 23rd November, 2012, it had authorised the advancement of a project to replace the bridge across the River Lagan at the Clement Wilson Park.  The project formed part of the Capital Programme and the Committee had authorised also the invitation of tenders and award of the contract to the most economically advantageous tender received.

            The Director of Property and Projects advised that the Parks and Leisure Committee, at its meeting on 6th December, had been informed that in order to facilitate the desired construction method, the proposed works would require the use of an adjoining car park, which was not in the Council’s ownership, over three or more weekends.  A contract had subsequently been drawn up with the owner of the adjoining car park and discussions undertaken to agree the use of the land, to facilitate the removal of the existing bridge and the installation of the new structure and agreement had now been reached in this regard.

            The landowner had agreed to enter into a Licence Agreement with the Council to provide the use of the car park at a cost of £500 per weekend, with the Council being responsible for all insurances during the relevant periods and the carrying out of the reinstatement of any damage caused to the car park as a result of the works.

            Accordingly, the Committee authorised the entering into of a Licence Agreement with the landowner for the use of the car park as outlined and subject to detailed terms to be agreed by the Estates Manager.

            (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 11th February.

            The Director of Finance and Resources reported that the Local Government Finance Act (Northern Ireland) 2011 and the supporting Prudential Code which had been produced by the Chartered Institute of Public Finance and Accountancy (CIPFA) required the Council to consider the affordability and sustainability of capital expenditure decisions through the reporting of prudential and treasury management indicators.  Accordingly, the Director submitted for the Committee’s consideration a report which provided information on the prudential indicators for the Council for the period from 2013/14 till 2015/16 and the Council’s Treasury Management Strategy for 2013/14.

            He explained that the aforementioned Act required the Council to adopt the Prudential Code for Finance and Local Authorities.  In doing so, the Council was required to set and monitor a series of Prudential Indicators, the key objectives of which were to ensure that, within a clear framework, the capital investment plans of the Council were affordable, prudent and sustainable.  He reminded the Committee that, at its meeting on 9th December, 2011, it had approved the Council’s Treasury Management Policy which was based on the CIPFA Treasury Management Code of Practice.  The Policy required that a Treasury Management Strategy be presented to the Committee on an annual basis and that it was supported by a mid-year and year-end Treasury Management report.  Accordingly, he provided for the information of the Members reports in this regard.

            The Director indicated that the comparison of “Net Borrowing” to “Capital Financing Requirement (CFR)” was the main indicator of prudence when considering the proposed capital investment plans of the Council.  Estimated net borrowing should not exceed the CFR for the current year plus two years.  The Council’s estimated net borrowing position was comfortably within the Capital Financing Requirement in the medium term.  He therefore considered the estimated levels of net borrowing as being prudent.  The estimated financial costs for capital expenditure as a percentage of the estimated net revenue stream for the Council, based on the medium term financial plan, and the incremental impact on the rates of the Investment Programme, illustrated that, in the medium term, financing costs would represent 6.94% of the Council’s net running cost.  On that basis, the Director was satisfied also that the level of capital expenditure was affordable.

            The Finance Act required the Council to set an affordable borrowing limit, related to gross debt.  The Prudential Code defined that affordable limit as the “Authorised Borrowing Limit” and gross borrowing must not exceed this limit.  He recommended that the Committee approve an Authorised Borrowing Limit for the Council of £109 million. 

            The Committee noted the information which had been provided and agreed that the Authorised Borrowing Limit for the Council be £109 million; and approved the Treasury Management Strategy for 2013/14

            The Committee was reminded that the Council, at its meeting on 7th January, passed a Notice of Motion in relation to domestic violence and abuse.

            The Democratic Services Manager reported that the motion had called upon the Minister for Justice to examine how the Public Prosecution Service handled cases involved in domestic violence and abuse and the impact it had on victims.  A response had been received from the Minister, in which he had pointed out that the Justice (Northern Ireland) Act 2002 had established the Public Prosecution Service as a fully independent body and, therefore, it was not within his remit to accede to the content of the Motion.  The Minister did suggest, however, that the Council should write directly to the Director of Public Prosecutions to raise its concerns about how it handled such cases.

            In addition, the Minister had referred to the establishment in 2003 of the Criminal Justice Inspectorate Northern Ireland, which was an independent, statutory inspectorate which could inspect agencies such as the Public Prosecution Service.  That inspectorate had published a report in December, 2010 on the effectiveness of the Criminal Justice system in responding to, and handling cases of, domestic violence and abuse which resulted in a number of recommendations for improvement across the Criminal Justice system.  It had planned to conduct a follow-up review of the recommendations during 2013.

            The Committee noted the receipt of the correspondence and the comments of the Minister.