Agenda item

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

 

 

“1.0Relevant Background Information 

 

1.1The Council at its meeting on 2 April 12 adopted five area working groups consisting of:

 

­-   North Belfast comprising the Castle and Oldpark District Electoral Areas (DEAs);

­-   South Belfast comprising the Balmoral and Laganbank DEAs;

­-   East Belfast comprising the Pottinger and Victoria DEAs;

­-   West Belfast comprising the Lower Falls and Upper Falls DEAs; and

­-   Shankill comprising the Court DEA.

 

      The party representation in each, is as follows:

 

Party	North	South	East	West	Shankill
SF	5	2	1	8	0
DUP	4	2	6	0	3
SDLP	2	4	0	2	0
ALL	0	2	4	0	0
UUP	1	1	1	0	0
PUP	0	0	1	0	1
IND	0	0	0	0	1
Total	12	11	13	10	5

 

1.2Members are keen to play an active role in the project management cycle.  It was agreed the key points of involvement for the Member Area Working Groups (AWG) would be:

 

-   Project identification;

­-Prioritising short-list, on the basis of deliverability and affordability, for design and concept development;

­-   Making recommendation on the investment decision to SP&R Committee, on the basis of feasibility and sustainability;

-   ­Monitoring progress and supporting community engagement, where appropriate;

­-   Official launch and communicating success.

 

      These stages have been reflected in the draft terms of reference outlined below.

 

1.3At its meeting on 23 March the Strategic Policy &Resources Committee agreed the following governance arrangements:

 

2.0Key Issues

 

2.1In discussions with party groups, Members have indicated that the Area Working Groups (AWG) should be convened on an advisory basis to inform the implementation of Belfast Investment Programme. The expressed preference is for ‘light-touch’ governance arrangements for the AWGs, in the first instance.  The AWGs will have no delegated authority and no budget.

 

2.2The interim terms of reference for the AWGs are:

 

      “In the context of the Belfast Investment Programme, the SP&R Committee has convened the Area Working Groups to:

 

 (i)    Act as community advocates to identify local priorities and support effective ‘place-shaping’;

(ii)   Make recommendations to the Strategic Policy & Resources Committee on investment decisions for the local area;

(iii)  To offer advice and guidance to Strategic Policy & Resources Committee and officers in the development and implementation of local projects;

(iv)  Participate in and facilitate community engagement and communications activities with a wide range of groups on investment in local areas;

(v)   Consider other area-based issues as referred by Strategic Policy & Resources Committee;

(vi)  To monitor progress and produce an annual report on performance.”

 

2.3Timing of meetings

 

      It is suggested that meetings are held on a monthly basis.  In order to ensure that recommendations are made on a timely basis to Strategic Policy & Resources Committee, the timeline will be:

 

Date	Meeting	Purpose of meeting
30 Apr–3 May	AWG meetings x 5	Preliminary meeting
10 May	Budget and Transformation Panel	Further consideration prioritisation matrix
18 May	Strategic Policy & Resources Committee
28 May – 8 June	AWG meetings x 5	First short-list of priorities for investment and further concept development
14 June	Budget and Transformation Panel	Review of AWG recommendations
22 June	Strategic Policy & Resources Committee	Consideration and ratification of AWG recommendations
2 July	Council meeting	Ratification of AWG recommendations

 

      These meetings are scheduled around the existing schedule for Standing Committees and party briefings. 

 

2.4Following consultation with Group Leaders the dates of the first meetings of each Area Working Group are outlined below:

 

Area	Date	Time
West	30th April	12.00 noon – 2.00pm
East	1st May	10.00am – 12.00 noon
North	2nd May	12.00 noon – 2.00pm
Shankill	2nd May	6.00pm – 8.00pm
South	3rd May	12.00 noon – 2.00pm

 

      Democratic Services will issue summons for these meetings.

 

2.5It is suggested that on a rolling basis, the AWG meetings should be scheduled over a 2-week period at the ‘turn’ of each month (i.e. Week 4 and Week 1) and that all decisions will be presented to Strategic Policy & Resources Committee in Week 3.

 

      Members will note that the tight timetable for decisions and there is very limited flexibility for additional party group briefings or meetings.   

 

2.6Process for decision-making

 

      Over the next 2 months, the AWGs will be asked to consider the following issues:

 

May	Establishment of AWGs   First consideration of long-list of projects
June	First short-list of priorities for investment (Phase 1) from the Local Investment Fund   Initial consideration of project feasibility   Identify priorities and consideration of feasibility of City Investment Fund projects
August – December	Consideration of feasibility and sustainability reports on Phase 1 projects   Brighter Belfast-type projects   Outcomes framework   Community engagement – with local area public meetings

 

      In order to ensure that decisions are ratified in advance of the summer recess, it is critical that the AWGs focus on early prioritisation of projects, for presentation to the July Council meeting.

 

2.7Format of meetings

 

      In party group briefings, the suggestion was the format for AWG meetings should be a workshop format.  For the first 2 meetings, in order that all Members can fully participate, it is suggested that the workshop will be facilitated jointly by the Director of Property and Projects and Director of Finance and Resources.

 

      As the work of the AWGs evolves, further discussion will be needed on chairing the meetings and setting their agenda.

 

2.8It is suggested that the agenda for the first meeting of the Member Area Working Groups is:

 

(i)    Overview of Local Investment Fund

(ii)   Overview of governance arrangements

(iii)  Prioritisation framework

(iv)  Overview of identified projects and initial ‘sift’

(v)   Next steps

 

      It is suggested that the agenda for the second meeting of the Member Area Working Groups is:

 

(i)    Area profile – mapping existing physical assets in area

(ii)   Discussion on first short-list of prioritised projects for feasibility

(iii)  Views on City Investment Fund priorities and feasibility studies

(iv)  Recommendations to SP&R on:

­

-   Investment decisions

­-   Feasibility/concept development support

 

2.9Communications plan

      A Communications plan is being prepared for the Investment Programme.  This plan will also need to address the need for sustained community engagement by the Area Working Groups.

 

2.10    Review of AWGs

 

      The composition of the area working groups will be kept under review in line with any changes to the governance arrangements in the City.  It is suggested that a 6-month review happens in December, to allow for discussion on the role of political leads, the relationship with standing Committees and the capacity to oversee delivery.

 

3.0Resource Implications

 

      Human – none

      Financial – none

      Assets – none at present

 

4.0Equality Implications

 

      Not applicable at this stage – all decisions of the AWGs would be subject to equality screening.

 

5.0      Recommendations

 

      Strategic Policy and Resources Committee is asked to agree:

­  

-   Terms of reference for the AWG (2.2)

­-   Preliminary schedule of meetings for AWG (2.3)

-   First meeting agenda for AWG (2.6).”

 

            During discussion, several Members indicated that the times and dates for both the meetings of the North and East Area Working Groups might not be appropriate for a number of Members and requested that consideration be given as to whether a more suitable date could be  agreed.

 

            In response, the Chairman explained that it had been accepted that the dates and times of the first meetings might not be suitable for a number of Members, but there had been a need to schedule all of the meetings before 9th May and the next meeting of the Budget and Transformation Panel.  She indicated that hereafter it would be a matter for the Groups to establish appropriate times and dates for their meetings but if the Committee was minded to agree then officers could contact the relevant Members to make alternative arrangements for the meetings.

 

            After further discussion, the Committee adopted the recommendations, subject to officers contacting the Members of the North and East Groups to see if a more suitable date could be agreed.