Agenda and minutes

No apologies were received.

The following declarations of interest were declared:

·         Councillor Hargey in relation to Item 8a Minutes of Meeting of Good Relations Partnership – Good Relations Grants and Summer Intervention Fund in so far as she was employed by the Clonard Neighbourhood Development Partnership;

·         Councillor Mullan, Item 2b Capital Programme Update

·         Alderman Robinson, Items 2c and 9g in that he was Special Advisor in the Office of the First Minister and Deputy First Minister.

            The Committee considered the undernoted report:

“1.0      Relevant Background Information 

1.1        Members are aware that since their inception the AWGs have played an integral role in recommending investment decisions in terms of LIF and Local Interventions to the SP&R Committee. It was also previously agreed at SP&R in November 2012 that the AWGs would play a central part in recommending decisions related to the Belfast Investment Fund (BIF) given their knowledge of local areas and to date 19 of these have been recommended to progress to Stage 1 -Feasibility. However the final decisions on what projects to invest in under BIF lies with the SP&R Committee.

2.0        Current status – BIF projects

2.1        Members are aware that BIF was established to enable the Council to take a lead role and work in partnership to deliver key investment projects across the city.  An overview of the objectives of BIF has been circulated. Members have previously agreed an approval process for all BIF projects.  This process reflects the Stage Approval process that SP& R has previously agreed that all Council capital projects must go through whereby decisions on which projects progress are taken by SP&R Committee in its role as the Council’s investment decision maker. The first stage of this process is the development of a Strategic Outline Case (SOC) which will test the four abilities of the projects – that is, feasibility, deliverability, affordability, sustainability.

2.2        Members will recall that they received a detailed report on area working at their meeting last month where it was highlighted that it is key that investment decisions on projects are not taken in isolation and it is important the links and inter-dependencies between projects and different funding streams are taken into consideration. This is particularly important in the case for BIF projects which Members are subject to securing match funding of at least 50% from other sources. Members will appreciate that the investment context is changing as under LGR the Council will become the regeneration authority for the city with a transferring regeneration budget.  As a result of LGR Members will be aware that DSD funding will cease to exist in just over a year’s time and this will have an impact on the potential match funding requirement. There are a number of projects where DSD are identified as a potential funder and where funding has in principle been profiled however DSD require a commitment to progress these projects in order to ensure that this funding is not lost – this is particularly relevant to projects which are in an advanced state of readiness.

2.3        Last month the SP&R Committee agreed to prioritise a number of BIF projects in the short-term due to their state of readiness, potential funding being available etc.  A number of these projects have now completed their SOCs and Committee is asked to consider if they wish to move them onto the next stage and the completion of an Outline Business Case (OBC). The key  ...  view the full minutes text for item 4.

The Committee considered the undernoted report:

“1.0   Purpose of report

1.1      The Council’s Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report provides –

·         proposed recommendations for movement between the Capital Programme stages

·         specific project updates on the Public Bike Share Scheme and Phase 1 of the Leisure Transformation Programme (Olympia and Andersonstown regenerations)

2.0     Relevant Background Information

         Capital Programme

2.1     Members have agreed that all capital projects must go through a three Stage process where decisions on which projects progress are taken by SP&R. This provides assurance as to the level of financial control and will allow Members to properly consider the opportunity costs of approving one capital project over another capital project. Importantly it will also enable Members to focus on delivering the projects which can have maximum benefits and investment return for the city and local areas.

         KEY ISSUES

         Proposed movements from ‘Stage 2 – Uncommitted’ to ‘Stage 3 – Committed’

2.2     Members are asked to consider if they wish to progress the project as outlined in Table 1 below from ‘Stage 2- Uncommitted’ to ‘Stage 3- Committed under the Capital Programme.

         City Hall Works

2.3     Members will be aware an EQIA on Memorabilia in the City Hall was carried out in 2012 with the outcomes reported to Committee in Nov 12. The report set out 14 recommendations in relation to promoting a good and harmonious environment in the City Hall. Following this, an independent consultant was commissioned to undertake work in relation to the next steps for displays, the findings of which were presented to the Joint Diversity Group in March 13.  The Joint Diversity Group subsequently requested that the displays & memorabilia element be referred to the SP&R Committee as an Emerging Project as part of the overall City Hall project and that a composite SOC for all elements of the City Hall works be developed.  This was agreed by the SP&R Committee in Sept 2013. 

2.4     The outcome of the Stage 1 SOC was reported back to Committee last month and Members agreed to advance the City Hall Works project from a ‘Stage 1 – Emerging project’ to ‘Stage 2 – Uncommitted’. It was agreed at this time that further detail on the costs would be brought back to Committee in March. As part of the development for the SOC, the Council commissioned independent consultants to look at the creation of a memorabilia led visitor exhibition within the East Wing. A high level plan and designs were produced as part of this. The findings from this were presented to the Joint Diversity Group on 31st January and Party Group briefings were subsequently  ...  view the full minutes text for item 5.

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

“1.0      Purpose of Report

1.1        To provide Members with an update on the Social Investment Fund and the implications and emerging resource requirements for the Council in terms of delivery of capital projects.  It should be noted that this paper focuses on capital projects – however there are also a range of revenue projects which are being funded which the Council will need to consider in the context of other programming taking place across the city.

2.0        Relevant Background Information

2.1        Members will be aware the Council was informed before Christmas that Belfast had been allocated £37million out of the £80million Social Investment Fund broken down as below.  When the draft area plans were submitted each zones was asked to rank their ten projects in terms of priority.  This was used as the basis for determining which projects will receive funding. 

2.2        The first announcements in relation to approved SIF projects were made at the start of February.  This included 9 projects in the Belfast area (4 capital and 5 revenue projects).

2.3        Members will recall that they noted last month that Chief Officers have now been formally nominated onto the SIF Steering Delivery Groups as below

            North – G.Millar   South – A.Hassard    West – S.Wylie   

            East - J.McGrillen

            Update on current position

2.4        Members will know that it was proposed that the Council would be the delivery agent for a number of the capital projects. A management fee of between 15%/20% has been built into project costs.  However there has been no confirmation on the number of these and no agreement had been reached with OFMDFM over how the management fee for these would be allocated to the Council. Members are also asked to note that CPD are involved and OFMDFM are using part of the management fee to pay for their services.

2.5        A planning day for all Steering Group members and lead partners for SIF projects was held on Monday 10 March.  This was attended by the Director of Property & Projects.  This session was focused on was the delivery of projects and one of key issues emerging from the day was how much support and guidance some delivery agents were going to require in terms of project delivery (both on the capital and revenue sides).

2.6        The role of the Council as a civic leader and successful delivery agent of physical projects was recognised and highlighted at the session. The Council is playing a key and increasing role in the city in terms of regeneration and the emerging community planning and area  ...  view the full minutes text for item 6.

            The Committee approved the Departmental Plans for the Chief Executive’s; Finance and Resources and Property and Projects Departments.  A copy of the key actions as detailed in the Plans for each of the Departments is set out hereunder:

2.0       Key actions for 2014/ 15

The activities and performance indicators outlined in the following two sections demonstrate what the Department will do to implement its value creation map and therefore how it will contribute to the Council’s corporate value creation map.

Updates on project milestones and on performance indicators (Section 3) are reported to DMT on a quarterly basis and are used to inform Committee reports.

2.0       Key actions for 2014/15

The activities and performance indicators outlined in the following two sections demonstrate what the Department will do to implement its value creation map and therefore how it will contribute to the Council’s corporate value creation map.

Updates on project milestones and on performance indicators (Section 3) are reported to DMT on a quarterly basis and are used to inform Committee reports.

2.0       Key actions for 2014/ 15

The activities and performance indicators outlined in the following two sections demonstrate what the Department will do to implement its value creation map and therefore how it will contribute to the Council’s corporate value creation map.

Updates on project milestones and on performance indicators (Section 3) are reported to DMT on a quarterly basis and are used to inform Committee reports.

            The Committee was advised that a request for the use of the Council Chamber had been received from the Development Department in connection with an event as part of the Council’s Spring into Easter Festival.  The event was a projection entitled “A Boy and his Box” which would tell the story about a boy and his imagination.  The Chamber would be required on Easter Monday and Tuesday and host an audience of approximately 40 persons. 

            The Committee was advised that the use of the Council Chamber for events other than the monthly Council meetings required the approval of the Strategic Policy and Resources Committee.

            The Committee approved the use of the Council Chamber for the event as outlined.

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

Appendix 1

The Committee considered the undernoted report:

“1   Relevant Background Information

1.1  The Council has received a proposal from DCP Strategic Communication Ltd about the possibility of the Council hosting a hustings event or a series of such events in the run up to the Local Elections in May.

2    Key Issues

2.1  A hustings event is one where election candidates or parties debate politics and answer questions from an audience.

2.2  DCP organised a similar event in South Antrim in 2010 where it was very well received.  The proposal is outlined in the attached Appendix and is for the holding of 4 events on a North, South, East and West Belfast split during the period from 5th till 16th May.  The audience, of approximately 150-200 at each event, would be drawn from Schools and Further Education Colleges and would consist of young people who will be first-time voters at the elections in May.  The stated aim of the events would be to encourage first-time voters to participate in the democratic process.  The proposed dates of the events would fall within the exam period for students and DCP has indicated that there might be difficulty in securing the numbers to attend.  If that were to prove to be the case, then it might be that only one event would be held to cover the whole of the City.

2.3  Members will be aware that the use of the City Hall for political events is generally not permitted under the existing policy but such an event where the aim is to raise voter participation is specifically permitted under the policy.

2.4  In discussion with DCP it has been stressed that, should the organisation of such an event or events be approved by the Council, there would have to be an understanding that each political party which has a candidate or candidates in the DEAs concerned would have to be invited to have a representative on the panel and that any independent candidates would also have to be invited.  In this way the proposed events would not be in breach of the Electoral Commission’s guidance on hustings events.

2.5  DCP has indicated that the cost, on a non-profit making basis, for them to organise the 4 events, including event management, administration, photography and PR would be approximately £1,500 each or £6,000 in total.  If there were to be only one larger event then these costs would be reduced to approximately £2,500.  The Council would not be able to pay an amount over £3,000 to DCP for the events as to do so would breach the procurement policy.  If costs were to be greater than £3,000 then the Council would be obliged to ask for quotations from a few companies for the organisation of the events.

2.6  DCP are actively seeking sponsorship for the events and it might well be that the cost to the Council would be much less than that estimated currently.  Both the Electoral Office for Northern Ireland and the Electoral  ...  view the full minutes text for item 15.

            The Committee was reminded that the Council had, at its meeting on 3rd April, referred the undernoted Notice of Motion, which had been moved by Councillor Kingston and seconded by Councillor Haire, to it for consideration:

      “This Council notes that this month marks the centenary of the death of Robert James McMordie, Lord Mayor of Belfast 1910 – 1914, Freeman of the City, MP for East Belfast in the fifth year of his Mayoralty, which encompassed significant historic events, including the signing of Ulster’s Solemn League and Covenant and the formation of the Young Citizen Volunteers of Ireland and the Ulster Volunteers, whose statue, funded by public subscription, stands in the grounds of the City Hall and whose widow, Julia McMordie, subsequently entered politics and was elected as a Councillor, MP and the first female High Sheriff of Belfast, and agrees that this centenary be marked with a commemorative event in the City Hall.”

            The Committee was advised that the contribution to the political life of Belfast which had been made by Robert McMordie (1849 till 1914) was significant and his achievements were well-documented within the Notice of Motion.  Robert McMordie died on 25th March, 1914, during his fifth Mayorality; his statue was located at the Donegall Square West entrance to the City Hall grounds, opposite to the gates of the Cenotaph.  The Committee was advised that the actual centenary of his death would be on Tuesday, 25th March, therefore, time constraints would preclude the holding of an event on that date.  Given that Robert James McMordie had served as Lord Mayor of Belfast from 1910 until 1914, the Committee was requested to consider if it was appropriate to recommend that the Lord Mayor (or the incoming Lord Mayor) consider hosting an appropriate reception to mark the centenary of his death.

            The Committee agreed that the Lord Mayor (or the incoming Lord Mayor), be requested to host an appropriate reception and that the event include also a talk/lecture prior to the reception.

            The Committee was reminded that the Council had, at its meeting on 3rd April, referred the undernoted Notice of Motion, which had been moved by Alderman Patterson and seconded by Alderman Rodgers, for its consideration:

      “This Council wishes to give recognition to the significant contribution made to Irish League Football by Mr. David Jeffrey, in particular his remarkable achievement of winning, to date, 30 trophies over 17 years as Team Manager of Linfield Football Club, including a clean-sweep of domestic trophies in 2005-2006, six league and cup doubles in seven years and a Setanta Sports Cup, as well as the contribution made through his character and his enthusiasm for Irish League football.”

            The Committee was reminded that the Council had considered a similar motion in 2010 to honour the former Linfield Captain, Noel Bailie, on his retirement.  That matter had been referred to the Committee when it had recommended that the Lord Mayor be requested to host an appropriate reception for Mr. Bailie.  The Democratic Services Manager suggested that a similar course of action might be appropriate for Mr. Jeffrey.  He pointed out that, given the proximity of the Local Government Elections, together with the fact that Mr. Jeffrey would not be retiring until the end of the Irish League season in May, it was likely that the event would not take place until after the Local Elections at the end of May and could fall within the term of office of the new Lord Mayor commencing on 2nd June.

            The Committee agreed that the Lord Mayor (or the incoming Lord Mayor) be requested to host a reception to mark the achievements of Mr. David Jeffrey.

            The Committee approved and adopted the minutes of the meeting of the Audit Panel of 11th March.

            The Committee noted the minutes of the meeting of the Budget and Transformation Panel of 14th March.

            The Director of Health and Environmental Services reported that, following a successful pilot of the Fuel Stamps Scheme, the Strategic Policy and Resources Committee, at its meeting on 8th May, 2009, had agreed to the roll-out of the Scheme across the Belfast City Council area.  Since then the Committee had approved contributions to the Scheme under the provisions of Section 115 of the Local Government Act (Northern Ireland) 1972, now known as Section 37 of the Local Government Finance Act (Northern Ireland) 2011.

            She explained that a significant number of households in Belfast were currently in fuel poverty and as such the Scheme helped people, particularly older people, budget for expensive winter oil bills by way of purchasing £5 savings stamps from local shops, garages, credit unions and some local Council facilities.  At the end of January, 2014, the number of stamps sold to the public through the Fuel Stamps Scheme was 207,362 which totalled £1,036,810.

            The annual cost of the Scheme for 2013/14 and 2014/15 was £7,600 which included administration, printing and promotion costs.  The cost of the Scheme could be met from the Environmental Health Services budget, however, given the nature of the expenditure it required approval from the Committee under Section 37 of the Local Government Finance Act (Northern Ireland) 2011 to incur the expenditure.

      Resolved – That the Committee agrees to grant approval under Section 37 of the Local Government Finance Act (Northern Ireland) 2011 to incur the annual cost of £7,600 for the Fuel Stamps Scheme, it being the opinion of the Committee that the expenditure would be in the interest of, and would be of direct benefit to, the District and the inhabitants of the District, with the Committee being satisfied that the direct benefit so accrued would be commensurate with the payment to be made.

            In response to a Member’s question, the Director of Health and Environmental Services explained that the Scheme was being reviewed currently and other methods of purchasing the stamps, such as smart/top-up cards were bring investigated.

            The Committee considered the undernoted report:

“1.0   Relevant Background Information

1.1     Members will be aware that Strategic Policy and Resources Committee approved the engagement of iESE to support the Council in the development of a 3-4 year transformation and efficiency programme which will identify the major areas of change; the approach to delivery and the business case for change.

1.2     iESE have conducted a review of the current efficiency programme and approach to provide a baseline of findings and identify areas of improvement for development of the new programme.

1.3     A workshop with the Budget Panel on 5 March 2014 explored the efficiency programme deliverables to date and considered the future drivers for change. The objective of the session was to develop a sense of direction for future opportunities for organisation wide transformation and further efficiencies. This paper reflects the decisions taken at the workshop.

2.0     Key Issues

2.1     The efficiency programme 2010 to 2015 set a target of £20m savings by 2015/16 and has delivered £18m up to the 2014/15 rate-setting period as demonstrated in the table below.

2.2     As at March 2014, there remains £2m efficiencies to identify and deliver to achieve the £20m target, plus £2m from the new rates base and £2m for leisure transformation, the totality of which will be directed towards the leisure investment programme. All of this is to be achieved within the context of extending services to the new boundaries; the investment programme and keeping rates increases below inflation.

2.3     The quick wins have already been earmarked during the first 4 years of the programme focussing on the more transactional activities within departments.

         Therefore to achieve these additional targets will be challenging and will require more radical thinking about the future shape of the organisation and how services should be delivered. This will mean a move away from transactional departmental efficiencies to an organisation wide approach to improving the way the council does business today and making more fundamental changes.

2.4 Approach

         It is proposed that the Council develop a new 3-4 year efficiency programme aligned to the medium term financial plan which will set efficiency targets for 2015-16 and new targets for a further 3 years from 2016 onwards.

         In line with the direction from the Budget Panel, the Council will work with iESE in reviewing corporate and operational activities to analyse and test the opportunities for efficiencies and improvement across all services.

         The review will be based on the above model and will test the organisation and services against an agreed set of principles and criteria.

         This will include

·         Income and expenditure analysis by service area

·         Identifying the range of options and scale of the opportunity for services

·         Benefits and efficiencies, baselined against comparative data

·         Risks and challenges to delivery of the outcomes

·         Resources required and the timeline to deliver the change

         The programme will operate within the rate setting programme and will be aligned to the service convergence and transfer of functions programmes to ensure cohesion and clarity of  ...  view the full minutes text for item 21.

            The Committee noted the contents of a report which provided an update in relation to the value-for-money review of security.

The Committee considered the undernoted report:

“1      Relevant Background Information

1.1     Digital Services has recently worked with Deloitte on a new ICT Strategy for Belfast City Council to assist with the delivery of the Council’s strategic goals. The attached strategy provides a new vision for ICT services outlining the key capabilities that will be required for the future.

2       Key Issues

2.1     Purpose of the Strategy

         The ICT Strategy provides a framework, under the remit of the Strategic Policy and Resources Committee, to oversee the development of the Council’s ICT platforms and systems over a period of 3 years, based on the Council’s key business priorities.

2.2     Immediate Priorities

         Local Government Reform (LGR)

         Delivering the ICT requirements for LGR will be the main priority for Digital Services over the coming year. There will be major ICT implications that must be addressed to ensure secure access to systems, technology and information relating to the delivery of new functions, dealing with an extended Council boundary and preparing for changes to our governance and political management arrangements. Digital Services will also play a lead role in addressing the opportunities that may exist from a regional approach to the delivery of ICT services.

2.3     Super-connected Belfast

         Over the coming year Digital Services will administer, procure and oversee the delivery of the 3 key strands of the Super-connected Belfast Project that will realise our plans to develop a city-wide digital infrastructure. This will see us administer the Belfast and Derry City Council voucher schemes, procure and implement the Metro Wireless strand and roll out public Wi-Fi across the public sector.

2.5     GPS and Route Optimisation

         Another significant project will be the installation of GPS and route optimisation software on all Belfast City Council vehicles to maximise current fleet utilisation and minimise fuel cost.

2.4     Online and Mobile Transactions

         The corporate plan includes a number of ICT-related objectives relating to the use of mobile computing, social media and online transactions, which act as enablers for service improvement and the delivery efficiencies. Where possible Digital Services will continue to make progress in these areas.

2.2     Key Challenges to be addressed

         ICT is recognised as playing a key role in the delivery of the Council’s Corporate plan, and will be required to enable each of its strategic themes. The strategy sets out a vision for a digital council and provides recommendations around the role of ICT and the key capabilities and projects that will be required to deliver a successful strategy.

2.4     The 2 diagrams below taken from the strategy provide:

1.   a summary of the six digital capabilities that the council must develop, and

2.   key projects mapped to the council’s strategic themes.

         Figure 1. Digital Capabilities

         The Council’s vision for ICT is one of a digital council which is equipped to take advantage of the latest technology developments to enable it to meet its business goals. The vision is based on the development of these six key digital capabilities.

         Digital Information Management

         Digital Information Management is  ...  view the full minutes text for item 23.

            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.

            The Committee was reminded that the governance arrangements for the Illuminate Project, which had been approved in February, 2013, had limited access to the new Illuminate LED lighting facilities to:

(a)   charities nominated by our Civic office-bearers;

(b)   events organised or supported by the Council; and

(c)   an agreed schedule of additional days.

Any requests which did not fall into those categories required the approval of the Committee.

            Myalgic Encephalomyelitis (M.E.) Support Group NI

            The Director of Property and Projects reported that a request had been received from the M.E. Support Group NI asking for the City Hall to be illuminated blue on 12th May to mark International M.E. Awareness Day.

            The Committee agreed to accede to the request.

            Community Relations Council

            The Director reported further that a request had been received from the Chairperson of the Community Relations Council seeking to have the City Hall illuminated in rainbow colours to support this year’s Community Relations Week.  The request was to have the City Hall lit up at the beginning of the week on 16th June or throughout the full week itself.

            The Committee agreed to approve the request for 1 day only, that is, 16th June.

            In accordance with Standing Orders 46 and 60, the Committee was advised that the Parks and Leisure Committee, at its meeting on 13th March, had agreed to acquire approximately 4.49 acres of land at Blacks Road for the purpose of developing a park.

            The Committee approved the purchase of the land.

The Committee considered the undernoted report:

“1      Relevant Background Information

1.1     Members will be aware that as part of the Local Government Reform, Belfast City Council will see the transfer of regeneration functions from DSD.  This will result in the transfer of a significant number of assets and liabilities; capital projects under construction/procurement; masterplans and regeneration plans; contracts and non property assets.

1.2     From a financial perspective, asset planning, project management, transfer of functions and implementation perspective it is essential to get clarity on what is to transfer to BCC and any associated conditions, liabilities or financial implications. A due diligence exercise is currently underway and whilst this is still at a early stage, given the quantum of transferring assets, liabilities and projects there are certain issues that need highlighting now in terms of the deliverability of certain projects and the associated financial implications.  A number of these projects have major implications for the City particularly in terms of transport infrastructure. 

1.3     The DSD Transferring Functions cover 3 broad areas including:

·         Physical Development – Comprehensive Develop-ment, Public Realm and Urban Development Grants

·         Area Based Regeneration – including Neighbourhood Renewal (physical and revenue projects); Belfast Area Partnerships, Masterplans & Frameworks

·         Community Development – Community Support Programmes & Community Investment Fund

1.4     The DSD Minister published proposals on the allocation of resources to the 11 new Councils for consultation on 18 December 2013 and these were considered by the Belfast Statutory Transition Committee at its meeting on 15 January 2014. The proposed allocation is intended to cover the delivery of these functions including the delivery of any physical projects; the costs associated with managing and maintaining all transferring assets; contractual commitments; human resource and administrative costs.   The proposed model indicates that £20.418M will be allocated to the new Belfast City Council.

2       Key Issues

2.1     Baseline information has now been received from DSD although a significant amount of due diligence remains to be done.  However, in broad terms this baseline information indicates the following:

         (1)           Assets:

·               203 no assets/liabilities transferring from DSD. 

·               Initial site inspections and information gathering is ongoing but a broad classification of asset types is indicated in the table below.

·               The transferring assets include the former Laganside assets including the Lagan Weir, public realm, Queens Quay lands etc.  The Lagan Weir represents a significant liability that will transfer to the Council.  The latest information provided by DSD indicates that BCC will have significant annual costs for upkeep of the revetments (banks) and dredging estimated at £3.5m over 7 years for dredging and £150k pa for the revetments not to forget that the weir itself will require a refurbishment circa 2020. However, a further detailed assessment is to be undertaken by BCC officers in relation to the legal, financial, and resource implications associated with the transfer of the Lagan Weir.

·               A more detailed report will be brought back to Committee in relation to all transferring assets and liabilities (including the Lagan Weir)  when further detail is obtained and officers have  ...  view the full minutes text for item 28.

The Committee considered the undernoted report:

“1      Relevant Background Information

1.0     Parks houses are residential properties located on land for which the Parks and Leisure Department have operational responsibility. Parks and Leisure look after allocation of the dwellings to Council employees and have management responsibility for the properties.  Property and Projects Department provide advice in relation to reviews of rents and content of Tenancy Agreements.  The nature of the Tenancy Agreements for these houses provides less protection for occupiers than equivalent Housing Executive or private rented sector lettings. 

1.1     Legal Basis

         Legal Advice obtained requires the Council to restrict these lettings to Council employees. Letting on the open market or to those on housing waiting lists, would fall outside the Council’s functions and legal scope. Legal advice confirms that because the lettings are to employees and the wording contained in the ‘Tenancy Agreement’ states the occupancy is ‘at the will and during the pleasure of the Council’, the occupier has no legal interest in the property. This means the occupier’s status is more akin to that of a Licensee rather than a tenant. In addition the Council has no duty to re-house any tenant whose tenancy is terminated. The combination of these factors offers less protection to the occupier than a Housing Executive or private rented sector tenancy.

1.2     This report provides a review of rent on six properties.

2       Key Issues

2.1     Since 1991 Parks Houses rents have been calculated using the Northern Housing Executive Rents Point Scheme. Points are allocated based on the number of rooms and facilities and have then been  further adjusted by the Estate Management Unit to take into account the following factors:

1.       Location of the dwelling

2.       Access and surrounding environment

3.       Condition of the dwelling

4.       Security duty

5.       Security of tenure

2.2     Rental Adjustment

         Due to the unique situation of many of the Parks Houses it is considered appropriate to make adjustments for the factors listed above.  The rents are adjusted where houses are situated in cemeteries or more out of the way locations. Adjustment is also made where the occupier has a duty, under the tenancy agreement, to investigate any disturbance or unlawful entry occurring at anytime on the adjoining Council property, and report the same immediately to the police.    In many cases the tenant will also have the responsibility outside normal park opening hours (e.g. at night) to open, close and lock gates in order to gain access to, or egress from, the dwelling.    Adjustments are also made for the absence of parking arrangements where appropriate.

         Each time rents on these properties are reviewed the condition of each dwelling is considered and account taken of any renovations, improvements as well as any need for repairs.

2.3     Allocation of Property to Staff

         A number of criteria are applied to allocate the houses including: that the individual must be permanently employed by Belfast City Council and has to be bound by a tenancy agreement which was linked to their continuing employment.  ...  view the full minutes text for item 29.

Grove Development Study – Update

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

“1.0   Purpose of Report

1.1     To provide Members with an update on the recently completed Grove Development Study and to agree next steps.

2.0     Relevant Background Information

2.1     Members will be aware that the Council’s former leisure facility at Grove was recently demolished with the cleared site (1.27 acres) remaining in the ownership of the Council.  In addition the Council recently acquired the site of the former Grove Primary School which was declared surplus by BELB in 2013 following SP&R Committee agreement in November 2012. This is a 2.5 acres site on the opposite side of North Queen Street.  A further 3.9 acres of adjacent land is owned by the NIHE which has also been declared surplus. 

2.2     This therefore encompasses a sizeable site which presents a significant opportunity for development in an inner city area. The site is a strategically important gateway site on one of the main arterial routes into the city centre. The area falls within the Inner North Neighbourhood Renewal Area and its wards among those with the highest level of multiple deprivation in NI.  The area has also been characterised by high levels of conflict and division.  A number of previous planning assessments have been carried out on the sites.

2.3     Members are asked to note that a number of previous studies and frameworks have identified needs in the area and/or proposed a number of uses for the site.  DSD’s previous draft Phyiscal Regeneration Masterplan for York Road/Shore Road identified an opportunity to create a landmark mixed use building at the junction of York Road and North Queen Street at the site of the former leisure centre.  Key needs and/or potential uses in the area which have been previously identified include economic development and creation of jobs and training opportunities through the provision for small business units. 

2.4     The Council, in conjunction with DSD and NIHE, recognised the potential for this site to make a contribution to the social, economic and physical regeneration of the area.  Last year DSD, working jointly with the Council and NIHE, commissioned consultants to undertake a development study. The aim of the study was to explore the development potential of the land in and around the site of the former Grove Leisure Centre and identify a potentially viable model for its development in a way that benefited both the local and wider communities.  Members are asked to note that whilst the Council supported the progression of the development study it was on the basis that the Council was not bound by the findings of the study and could progress development options as they materialised. 

3.0     Key issues

3.1     A number of stakeholder consultation events were held to inform the development of the plan and a number of potential options for the future of the site were identified and appraised.  The consultants have now delivered their report and the key  ...  view the full minutes text for item 30.

            The Committee considered the undernoted report:

“1      Relevant Background Information

1.1     Members gave approval on the 18th November 2011 to release a Marketing Prospectus for the disposal (by way of lease) of a site up to 1.5 acres at the North Foreshore for Anaerobic Digester renewable energy use. 

1.2     Members will be aware that the Council has previously agreed that the North Foreshore should be developed for waste management, environmental businesses and recreational uses. The environmental business proposal comprises the development of an environmental resource park to create an innovative ‘Green Technology Business Cluster’ for Belfast. This would have the benefit of diversifying the economy to encourage investment and job creation. 

1.3     The North Foreshore Members Steering Group was briefed on the 25 February about the proposed development of the proposed environmental resource park, and were provided with an update on the progress being made to encourage private sector development interest.

1.4     The development of a cleantech environmental resource park at the North Foreshore is included within the Investment Programme 2012 – 2015. The Members will also be aware that the Council has submitted a £8 million European Regional Development Fund Application to develop the infrastructure for this environmental resource park.  Invest NI and DETI are currently assessing the application, and the Council expects a decision in April 2014.

1.5     The disposal of the site for potential anaerobic digester cleantech renewable energy facility would enable the development of a sustainable renewable energy hub. It would create a unique selling point for the development of a cleantech environmental technology cluster.  In particular, the availability of renewable electricity would be attractive to potential cleantech companies locating in the environmental resource park. A renewable energy hub at the North Foreshore would demonstrate Council’s leadership in promoting the development of the cleantech environmental technology sector to build the City’s resilience in an era of growing energy insecurity, increasing energy cost and fuel poverty.  The NI Executive is promoting the development of anaerobic digester facilities to generate renewable energy to reduce our dependence on imported fossil fuels and to improve our security of energy supply. It would also help contribute to the NI Executives’ renewable energy target of 40% by 2020.

1.6     The disposal of a site for a commercial anaerobic digester renewable energy facility will form part of the renewable energy hub being created at the North Foreshore.

2       Key Issues

2.1     The Council identified and agreed a potential development opportunity, to release up to 1.5 acres to the market. The Marketing Prospectus was advertised in the local papers, the council website and in the European Official Journal in December 2011.  Developers were invited to submit development proposals to acquire up 1.5 acres for a commercial anaerobic digester renewable energy facility. Developers were requested to offer an unconditional financial bid for the easement fee based on the amount of renewable electricity and heat produced. The closing date for the Development Submissions was the 13 February 2012.

2.2     The Marketing Prospectus stated that an independent  ...  view the full minutes text for item 31.

            The Committee approved and adopted the minutes of the meeting of the Good Relations Partnership of 10th March. 

            The Committee was reminded that the Council, at its meeting on 3rd April had referred the undernoted notice of notion, which had been moved by Councillor McCarthy and seconded by Councillor Webb, to it for consideration:

“This Council agrees to the installation of a stained glass window in the City Hall to commemorate the sons of our City who fought in support of the democratically elected Government of Spain against the forces of Fascism.”

            The Committee was advised that the Spanish Civil War had been fought from 1936-1939 and had involved a range of political factions but mainly fascist and socialist forces. Most of the Irish volunteers who had fought against Franco’s fascist forces were members of the Fifth International Brigade.  Around 80 of those 320 Irishmen were from Northern Ireland, a significant proportion of whom were from Belfast.

            The Democratic Services Manager explained that the installation of a Stained Glass Window would need to be considered within the overall context of City Hall Memorabilia.  One of the Council’s primary objectives was to make the environment within the City Hall balanced and inclusive and to reflect the cultural backgrounds of all the citizens of the City.  As a first step, it was recommended that the matter should be referred to the Joint Group of the Party Leaders’ Forum and Historic Centenaries Working Group for consideration and comment.  Thereafter, it would be a matter for the Committee to determine.

            He pointed out that that course of action would be in keeping with the methodology used by the Council in 2011, prior to the installation in the City Hall of the ‘Celtic Myths and Legends’ window, which had been referred to the former Memorabilia Working Group for initial comment.

            The Committee agreed that the matter be referred initially to the Joint Group of Party Leaders’ Forum and Historic Centenaries Working Group for consideration and comment.

The Committee was reminded that the Council, at its meeting on 3rd February, had passed unanimously the undernoted notice of motion, which had been moved by Alderman Robinson and seconded by Councillor Hargey:

“This Council notes with concern that the sale and use of Novel Psychoactive Substances, so called ‘legal highs,' is becoming increasingly problematic in the City;

·         it commends the gallant efforts of many charities and voluntary organisations, such as Opportunity Youth, Ascert, FASA and the Falls Community Council, which are working hard to support those individuals affected, whilst shining a light on this recent scourge;

·         it notes the good work being led by the South Belfast DPCSP, which convened recently a meeting of a multi-agency working group to examine this issue and its impact, with a follow-up meeting to take place later this month; and

·         it agrees to write to the Health Minister with a view to supporting his engagement with the Home Office to review the legislative controls and potential classification.” 

            The Democratic Services Manager reported that a response had been received from the Minister for Health, Social Services and Public Safety, Minister Edwin Poots, MLA.  In his correspondence, the Minister had acknowledged the ‘real harm’ which New Psychoactive Substances (NPS) – or so-called ‘legal highs’ – caused in terms of health and well-being, together with the associated issues of anti-social behaviour and criminal activity.  The Minister had welcomed the work which the Council had undertaken, in conjunction with the Police Service of Northern Ireland, to address the availability of New Psychoactive Substances, and had requested that he be kept informed in that regard.

            The Minister highlighted also that he had raised concerns regarding those substances with the Home Secretary, Ms Theresa May MP.  At that meeting, he had requested that a more ‘robust’ approach be adopted to address the issue, and had pointed out that the Home Office had announced a review of the Misuse of Drugs Act 1971, which would examine if the legislation could be enhanced to introduce new measures which would address the problems of new psychoactive substances.  The Minister concluded his response by welcoming the steps taken to highlight the issue and indicated that he looked forward to the Council’s continued support.

            After discussion, during which the Members acknowledged the work which had been undertaken by Council staff in addressing the problems of New Psychoactive Substances, the Committee noted the response from the Minister.

            The Democratic Services Manager reminded the Committee that the Council at its meeting on 3rd February, had passed unanimously the undernoted notice of motion, which had been moved by Councillor Convery and seconded by Councillor Groves:

“This Council expresses grave concern at the crisis conditions experienced recently by patients in many of the Accident and Emergency Departments across Northern Ireland; a problem which is symptomatic of a more general crisis in the National Health Service (NHS).  The Council calls on the Minister of Health, Social Services and Public Safety to work actively for and with GPs and other health professionals to ensure service provision and to demonstrate the political will to deliver the best healthcare possible for patients.  An effective strategy must be put in place to address the managerial problems which exist and to identify the structural change needed within the NHS.  The future provision of Accident and Emergency services and improved facilities throughout Belfast hospitals to accommodate patients where admission is required must, going forward, be a key component in any strategic plan.”

            He reported that a response had now been received from the Minister for Health, Social Services and Public Safety, Minister Edwin Poots, MLA.  In his correspondence, the Minister had assured the Council that he was committed to protecting and improving the quality of services being delivered within the Health and Social Care system and acknowledged that vital work was being undertaken by staff in emergency departments.  However, he had acknowledged also that concerns had been raised recently regarding some aspects of emergency departments and outlined the actions which he had initiated to address those concerns.

            After discussion, the Committee noted the response from the Minister and that a report would be submitted in due course in relation to a closer working relationship with the Belfast Health and Social Care Trust and the ‘Member Information Clinics’ which the Trust had previously agreed to host.

            The Director of Health and Environmental Services submitted for the Committee’s consideration the undernoted report:

“1         Relevant Background Information

            The Belfast Learning City context

1.1        The draft Belfast City Masterplan Review highlights development of the Learning City as a key theme aimed at harnessing the value of the higher education institutions across the city to maximise their impact on the economy, vibrancy and diversity of the city and the region.

1.2        Higher Education Institutions (HEIs) as anchor institutions in the city contribute significantly to the economic, social and environmental prosperity of the city, as well as providing a knowledge hub in the city. This is also recognised in the emerging Integrated Economic Strategy for the city which highlights the role of the Higher Education sector in developing skills and access to employment.

1.3        Research has shown that students studying and living within cities make a significant contribution to local and regional economies. Belfast currently has 5 Higher Education Institutions across the city and by 2018 will have 2 major University campuses close to the city centre. There is also a growing international student market which presents a significant opportunity for Belfast in terms of international marketing, tourism and knowledge research.

1.4        Attracting students to study and live in the city not only requires excellent  education providers, high quality campuses and a wide choice of quality courses, but also the right city infrastructure including IT connections, transport and housing.  Student housing of whatever nature needs to be attractive, high quality, safe, secure, accessible and affordable. It needs to be well planned and appropriately managed to ensure that there is positive integration with existing communities.

1.5        The ‘Belfast: A Learning City - Strategic Study of the Holyland and wider university area’ report was presented to the Council on 2nd April 2012 and outlined a number of recommendations in relation to student housing, to make Belfast a learning city and destination of choice for students. Two of the recommendations were:

a)     Development of a coherent city wide strategy for student housing promoting choice and fit-for purpose accommodation; and

b)    Identifying locations, innovative arrangements and measures to attract alternative funding for housing students in the city;

1.6        As agreed by the Strategic Policy and Resources Committee on 23 August 2013, a stakeholder engagement exercise on an initial ‘discussion document’ has been completed. This report seeks approval of the final framework document.

2          Key Issues

2.1        The Council has been leading a joint Inter agency team on the development of a student housing strategy involving DOE Planning, DSD, NIHE and SIB, DEL, DRD and the main HEIs).  

2.2        The purpose of the Framework Document is to set the policy context for student housing in the city.  The full document and summary is attached in the appendix.

2.3        Belfast is different to most other large university cities in that the proportion of available managed purpose built student accommodation (PBSA) is considerably lower than elsewhere in the UK. Local students also tend to live with others from  ...  view the full minutes text for item 37.

Belfast Healthy Cities Phase VI

            The Committee considered the undernoted report:

“1      Relevant Background Information

1.1     Belfast was first designated to the WHO European Healthy Cities Network in 1988; the city has been a key member of the five phases of the Network and recently celebrated its 25th anniversary with a key event, at which Dr Agis Tsouros, Head of WHO European Healthy Cities, presented WHO Healthy City Awards to a range of projects across Belfast.

1.2     Belfast Healthy Cities, which operates through a Board of Directors from various statutory and voluntary agencies and a small staff team, has worked over the five phases of the initiative to place health and wellbeing on the policy agenda of all agencies within the city; to create an intersectoral approach across sectors; and to promote understanding and action to address inequity in health throughout the city.

1.3     The current WHO Healthy Cities Network phase  came to an end in December 2013 and Phase VI of the Network will operate from 2014 – 2019.  There are two stages to the application process.  As a first stage, an expression of interest letter was presented jointly on behalf of Belfast by Dr Eddie Rooney and the Lord Mayor to Dr Agis Tsouros, whilst he was in Belfast on 28 November 2013, following approval by the Strategic Policy and Resources Committee meeting in November 2013.  The expression of interest letter was accepted by WHO and Belfast was invited to submit an application as a city that had been active in delivering on the Phase V themes.  The second stage involved the Lord Mayor hosting a workshop on 10 January with key stakeholders in the city to identify the priorities in the Belfast Phase VI application.

1.4     Belfast Healthy Cities (BHC) complements the work of the Belfast Strategic Partnership and other organisations advocating the linkages between health, improving quality of life and inequalities. Given the changing role of local government with the review and new functions coming into Council during this new Phase VI (2014-2019) period may provide opportunities for BHC to support the Council in specific work programmes.  BHC also supports specific work programmes within the Belfast Strategic Partnership, leading the work on Regeneration and Healthy Urban Environments and contributing to the Healthy Ageing Strategic Partnership and to the Active Belfast/Active Travel group.

1.5     It is important that the work of Healthy Cities moving forward continues to build more complementarity with the work of the Belfast Strategic Partnership and the future community planning process to be led by the Counicl. 

1.6     A benefit of being a member of the World Health Organization European Healthy Cities Network is the promotion of Belfast on the international stage as a leading example of innovative practice in intersectoral working. BHC is very successful in bringing expert speakers to build knowledge within the city on key health and equity issues.

1.7     The World Health Organisation (WHO) European Healthy Cities Network was established in 1987, initially with just 11 cities  ...  view the full minutes text for item 37a

            The Director of Health and Environmental Services reminded the Committee that many Belfast City Council residents had experienced or had been threatened by flooding from various sources over the last 6 years, with some properties being repeatedly flooded and householders suffering significant financial loss.  By August 2012, the Scheme of Emergency Financial Assistance had provided £1,000 payments to 4,259 households in the city (10% had claimed on more than one occasion). 

            She explained that a number of independent reviews, most recently by the Department of Finance and Personnel’s Performance Efficiency Delivery Unit report into the 2012 flooding, had called for individual property protection schemes, alongside other measures.  However, there was still no scheme in place for householders who would not benefit from planned infrastructure improvements in the near future.  While work had been progressed with a number of large scale alleviation investment schemes and improved alert systems for some areas, the only viable solution was individual property protection.

            The Director stated that the Department of Agriculture and Rural Development Rivers Agency had developed a draft business case for the introduction of an individual property protection scheme.  Feedback from that Department had indicated that the business case was currently progressing through its own and the Department for Finance and Personnel’s approval mechanisms.  It was also understood that there might be a role for Councils in terms of administering those schemes, although that had not yet been discussed in detail with councils.

            Tailored individual property protection devices were far more effective and efficient than sandbags and such a scheme had significant potential to empower the public to help themselves, reduce the likelihood of their homes flooding and preventing financial hardship.  Following the recent threat of tidal flooding in the city, a number of Members had called for a property protection scheme.  Therefore, draft letters seeking clarity from the Department of Agriculture and Rural Development and the Department of Finance and Personnel on the proposals, timescales and operation of those schemes and requesting early discussions on the implications of the proposed scheme for councils had been prepared for the Committee’s approval.  The letters also referred to the Executive Ministers encouraging all organisations to take the necessary measures to protect critical infrastructures such as plumbing stations, electricity substations and to the issue of the need to establish a lead ‘response’ agency in defined flooding situations.

            The Committee agreed that the draft letters be sent to the Department of Agriculture and Rural Development and the Department of Finance and Personnel Ministers. 

            A Member also raised an issue regarding a particular area of flooding and insurance implications.  The Director stated that officers had been liaising with the Association of British Insurers and would speak to the individual Member about that.   

            The Committee considered the undernoted report:

“1.0      Purpose

1.1        To update Members on the final draft of IBM’s ‘Belfast Smarter Cities challenge’ report who are seeking for approval for its publication. Members are asked to consider the report’s recommendations for the city and the Council. Following approval IBM will publish the report on their website.

1.2        Officers are currently considering the implications of the recommendations, particularly in relation to how they might inform the design and implementation of Community Planning. IBM are offering some limited follow-up support to facilitate this work.

2.0        Background

2.1.Belfast was one of 31 cities to be awarded a Smart Cities Challenge grant in 2013. A team of six IBM experts travelled to the city to do the following:

            (i) To propose a smarter and more effective approach to planning and decision making and provide a single view of activity based on multiple data sources from several agencies.

            (ii) To do this in a manner that allowed for greater engagement and awareness of services by the public.

            (iii) To do this in the context of health inequalities and the inter-connections with segregation and persistent disadvantage (while focusing on parts of west and east Belfast to gather their evidence.)

2.2.Whilst the researchers focused on particular issues in west and east Belfast, their findings and recommendations were intended from the outset to address the wider context (ie, how to tackle long term problems in a city with complex governance arrangements involving many organisations with no shared accountability for citywide impact or performance).

2.3.IBM presented their initial findings at a conference hosted by the Lord Mayor in October 2013 and subsequently prepared a draft report. Following a number of minor edits which were based on feedback from council officers, they are now seeking approval from the council to make their independent report publicly available on the Smarter Cities Challenge website: smartercitieschallenge.org/smarter-cities.html  

3.0 Key issues

3.1        The final report is structured as follows:

-         The terms of the challenge the council presented to them

-         Their findings (based on a literature review and interviews with stakeholders including those working in east and west Belfast)

-         Their thirteen recommendations for the city

-         An outline roadmap for implementation

3.2        The recommendations describe the following:

-         A process to put in place a Community Planning model for the city which encourages partnership working and engagement with the resident;

-         An approach to establishing shared measures of impact and performance across the city;

-         The ICT infrastructure for managing decision-making data.

3.3        Each of these three phases are considered in more detail below:

            (1) People: Create a collaborative planning environment (Community Planning)

3.4        This phase sketches out an approach to Community Planning, community engagement and the structures they might require. It assumes the active involvement of community planning partners (particularly in terms of shared decision-making and data collection). The Council has already been calling for stronger outcomes-based accountability and performance management arrangements with our CP  ...  view the full minutes text for item 38.

            The Committee considered the undernoted report:

“1      Relevant Background Information

1.1     The purpose of this report is to:

·   Inform Members of the consultation exercise by OFMDFM on Delivering Social Change for Children and Young People (DSC CYP); and

·   Seek approval subject to committee amendments or additions and retrospective Council ratification on the draft officer response due for submission on 31 March 2014 (Originally 5 February 2014).

1.2     The stated purpose of the DSC CYP document is to provide ‘an integrated policy framework encompassing policy on children and young people, including child poverty and children’s rights’ bringing together the Executive’s commitment to reducing child poverty and delivering improved outcomes for all children and young people and:

·   Represents the Executive’s child poverty strategy as required under the Child Poverty Act 2010;

·   Providing the required annual Child poverty report to the Assembly;

·   Delivers its commitments under the Our children and young people – our pledge, the Executive’s ten year strategy for children 2006-16; and

·   Further implements its obligations under the UNCRC rights of the child.

1.3     The Strategy proposes a broad remit in that the ‘Delivering Social change for Children and Young People’ following consultation will be ‘laid in the assembly, providing the annual progress report on the measures under the Child Poverty Act and a strategy which brings together all the policies and strategies dealing with child poverty and improving children’s lives’ for those that need it most.

1.4     The consultation exercise was circulated by Council policy officers to form departmental responses and the Young Person’s version was shared with members of the youth forum.

1.5     The document has four main areas to be considered which are the vision and outcomes; report on progress for the Child Poverty Act; a proposed way forward using an outcome based approach and proposals for governance.

1.6     The draft response generally welcomes the desire and direction to provide a clear focus on child poverty and the attempt to integrate a joined up approach across the Executive departments. However, there are instances where further clarity and involvement from the council would benefit the framework; these have been outlined in this report.

1.7     Council has an agreed position and vision for children and young people and tackling poverty and disadvantage reflected throughout the response and summarised below:

·   Children and Young People (CYP) are a corporate priority and an outcomes framework is being embedded in the development of the council’s CYP services, refining implementation for transition through local government reform (LGR) and transformation corporately towards community planning in 2017. In so doing, the council’s approach is aligned with the global and regional direction for promoting the rights of the child;

·   The Investment Programme for Belfast sets out the council’s commitment to deliver for the city, through a prospectus for partnership, to help its citizens realise their potential and focus on reducing inequalities and tackling disadvantage;

·   As part of the IBM Smarter Cities Challenge which focused on  the issue of persistent deprivation and poverty, the council is committed to creating  ...  view the full minutes text for item 38a