Agenda and minutes

An apology was reported on behalf of Councillor Carson.

            The minutes of the meetings of 3rd and 19th December were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Shadow Council at its meeting on 6th January, subject to the omission of the minute of the meeting of 19th December under the heading “European Social Fund – Support for Employability”, which at the request of Councillor Stalford had been taken back to the Committee for further consideration.  It was reported that a further report in the matter would be submitted to the meeting of the Committee on 30th January. 

            Councillor McAteer declared an interest in respect of Item 7(a) Creative and Cultural Belfast Fund.

            The Director of Parks and Leisure submitted for the Committee’s consideration the undernoted report:

“1.0   Relevant background information

1.1    At its meeting in October, the Committee requested a further paper in its consideration of the composition of the Active Belfast Limited board of Directors. 

2.0   Key issues

2.1    Resources

         Until such times as the Board is fully populated, Active Belfast Limited has will be minimally resourced.  However, it is required to have independent legal and accounting advisors, in line with good governance and charitable law requirements.

         Previously, Committee had considered the potential to make a loan available to Active Belfast Limited.  However, further legal advice proposes that this is integrated into the contract between Active Belfast Limited and the Council as a grant award. 

         It is anticipated that this will not exceed £45,000 per annum and will allow the Board of Directors to fulfil their obligations under company law e.g. Directors’ indemnity insurance; preparation of annual audited accounts; and independent legal advice.  This will be funded through in-service savings and re-alignment of existing revenue budgets.

         There is no expectation at this point of any full-time human resource beyond bought-in services. 

2.2    Board composition

         In terms of populating the full Board of Directors, the legal advisors propose that it should be a representative board, while at the same time being of a manageable size to make effective decisions. 

         In line with the Council’s aspiration to have stakeholder involvement, the following composition is proposed: 

         The trust’s independent legal advisors have reviewed this proposal to ensure that it is in the interests of Active Belfast Limited.  It is anticipated that the full board will be in place by the end of 2015.  At the appropriate point, the interim Council-nominated Directors will step down from the Board.

         The Council may at any time by notice in writing to the Active Belfast Limited remove or replace its nominees.  

2.3    Recruitment process

         The recruitment for the full board will take up to 12 months. Throughout the appointments process, the Board will continue to operate, with new Members joining over the period.  It is planned that the Council nominees, TU nominees and ‘partner’
 

         organisations will be in place and inducted before summer 2015.  With the public advertisement and interview process for the other ‘stakeholder’ or specialist positions, it is likely that this will take slightly longer, and will be completed by late 2015.

         Advice  ...  view the full minutes text for item 8a

            The Committee was reminded that, at its meeting on 24th October, it had agreed to receive a presentation from representatives of the National Association of Councillors (Northern Ireland Region) on the important role of the Association in representing Members’ interests.

            Councillor Jones (Chairman of the Northern Ireland Region) was in attendance and he provided the Committee with a presentation.  He outlined how the National Association supported Councillors, what the Association did for Councillors, its current aims and objectives and the makeup of the Executive Committee.

            The Committee noted the information which had been provided.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       This report provides members with an update on the current position with regard to the revenue estimates for 2015/16 and the key issues to be considered before setting the district rate for 2015/16. Members are asked to note that a final decision on the estimates and the district rate cannot be made until there is clarity on the amount of funding for transferring functions and  the level of de-rating grant. A further Committee meeting is scheduled for 30 January.

2          Key Issues

            Summary Position

            Table 1 below summarises the current revenue estimates position, based on a zero increase in the district rate for 2015/16.

Table 1

Summary Revenue 2015/16 Revenue Estimates Position

2.1       There are two key elements to setting the district rate and the estimates. The first part of the report deals with the amount of rates income which will be generated from the rate base and the second part deals with all the elements which make up the Council’s estimates.

2.2       Rate Income

            This will be the first rate set for the new Council. This means that the rate base now includes all domestic and non-domestic properties transferring from Lisburn and Castlereagh. The final Estimated Penny Product (EPP) provided by Land and Property Services (LPS) and validated by Council officers and the Institute of Revenue, Rating and Valuation (IRRV) is £5,616,420.  This means if the Council was to set a zero rate an additional £13,400,133 of rates income would be raised, bringing the total rates income to £143,116,491 for the new boundary area in 2015/16.

2.3       De-Rating Grant

            In addition to district rate income the Council also receives an industrial de-rating grant from DOE. The de-rating grant compensates the Council for the loss of rate income due to the statutory de-rating (lowering of rates) of certain properties.  LPS has notified the Council that the de-rating grant will increase by £461,046.

2.4       The DOE, however, have also advised, in their draft 2015/16 budget, that the de-rating grant will be subject to budget cuts. We have been advised that this would mean a reduction of £1,249,902. This is one of the key issues which needs to be resolved prior to the setting of the district rate.

2.5       DEPARTMENTAL ESTIMATES

            The major driver of growth in the revenue estimates is the impact of the boundary changes. Departmental estimates for 2015/16, including provision for the new areas, have increased by £9.3m (7.87%) 

2.6       Table 2 below shows the main pressures on departmental estimates in 2015/16. The key items are discussed below.

            Table 2

            Departmental Budget Pressures 2015/16

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

“1.0  Relevant Background Information

1.1    This report presents the non-recurrent expenditure requirements for 2014/15 and 2015/16 and makes recommendations as to how these can be financed.

2.0    Key Issues

2.1    Non – Recurrent Expenditure 2014/15

         The Strategic Policy and Resources Committee has already approved £2,962,241 of non-recurrent expenditure for 2014/15. This is summarised in Table One below. Members agreed, as part of their consideration of the half year finance position, that this expenditure would be financed from the forecast year end under spend of £4,307,000.

2.2    Non – Recurrent Expenditure 2015/16

         Table Two below outlines the non-recurrent expenditure requirements for 2015/16. The key drivers of these costs are the delivery of Investment Programme projects and transitional arrangements associated with local government reform.

         Table Two: Non-Recurrent Expenditure 2015/16

2.3    Employees

         For the past three years temporary staff employed to support the delivery of Investment Programme projects and local government reform have been financed through the Waste Plan and the Local Government Reform Fund. These funds will come to an end on 31 March 2015. Table Three provides a summary of the temporary employee funding requirements by department. A detailed breakdown by post is provided at Appendix One.

         Table Three: Temporary Employees 2015/16

2.4    Assets

         Table Four details the one-off costs associated with the assets transferring from Lisburn and Castlereagh. Detailed surveys of the assets have been carried out and maintenance costings have been prepared. Appendix Two provides a summary of the proposed work by asset transferring.

         Table Four: One – Off Asset Costs 2015/16

2.5    Other

         These costs include £429k to support the alignment of the Council’s grant aid programmes for areas transferring from Lisburn and Castlereagh. A separate report on the Decade of Centenaries will be considered by the Committee at this meeting.for additional licences for transferring staff and networking of centre site.

         Table Five: Other Costs 2015/16

2.6    Transfer of Functions

         Corporate signage on car parks must comply with legislative requirements and an additional £30k will be  ...  view the full minutes text for item 10b

            The Committee considered a report which provided an update on the Capital Programme 2014/15, the Capital Financing for 2015/16, the implications of the Leisure Transformation Programme and specific project updates, namely, the Innovation Centre, the North Foreshore, the Waterfront Hall, the Creative Hub and future Council accommodation which would require decisions at a future meeting.

            The Chief Executive reviewed the projects which were currently on the ground and those which were at tender stage.  She highlighted the impact which Members’ decisions would have on the Capital Programme and the Capital Financing and how those decisions to progress a Project or to provide additional funding had a consequential impact on the overall level of financing available for other Projects.

            The Chief Executive outlined in detail the specific Projects which would require additional monies as a result of the impact in the delay in the receipt of Letters of Offer and the reductions in those amounts.  She explained that the Committee was not being asked to make any decisions in relation to those projects at this meeting but that a further report would be submitted to the Committee on 30th January.

            After discussion, the Committee noted the information which had been provided.

            The Committee considered a report in relation to the City Hall Big Screen which was located in the City Hall grounds and, after discussion, agreed:

(1)     to grant approval for officers to issue a new Expression of Interest tender for a content management provider (inclusive of five minutes of advertising every thirty minutes) for the City Hall Big Screen at zero cost to the Council and that authority be delegated to the Director of Development to appoint an appropriate provider;

(2)     that the appointment would be reviewed after twelve months and a report submitted to the Committee for consideration; and

(3)     that, until a new screen content provider was appointed, officers be permitted to restrict content to details generated by the Council.

            The Committee was reminded that, in March, 2014, the Council had considered the following Motion which had been proposed by Councillor McCarthy and seconded by Councillor Webb:

      “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 Motion had been referred to the Strategic Policy and Resources Committee which, at its meeting on 21st March, had agreed that the matter should be referred to the Joint Group of Party Leaders Forum and Historic Centenaries Working Group (now known as the Diversity Working Group) for its consideration and comment.  Thereafter, it would be a matter for the Committee to determine.  That course of action had been in keeping with the methodology which had been used by the Council in 2011, prior to the installation in the City Hall of the “Celtic Myths and Legends” window.

            The Committee was advised that consideration of the stained glass window was not included within the current review of memorabilia in the City Hall which was being undertaken and, therefore, would require a separate budget to be set aside.

            The Committee noted the information which had been provided and agreed that the sum of up to £25,000 from general reserves be provided to support the erection of a stained glass window in the City Hall commemorating those from Belfast who had fought in support of the democratically elected Government of Spain against the forces of fascism.

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    Members may be aware of the Council’s decision at its meeting on the 1st November 2011 to a three stranded approach to marking the Historic Centenaries covering the period 1912 – 1922. Strand Two is currently in operation which covers the period 1914-1918.  Council agreed that Strand Two would cover the period incorporating World War I, including the Somme, and the Easter Rising. Major exhibitions would be commissioned covering these two events as well as civic and other activities to mark both commemorations.

1.2    In addition, at its meeting on the 29th November 2013, the Joint Party Group Leaders Forum and the Historic Centenaries Working Group agreed in principle to hosting the outdoor exhibition ‘Fields of Battle – Lands of Peace’. The group agreed to grant approval in principle to the exhibition being displayed in Belfast during 2016, subject to the costs being reasonable and appropriate funding being made available and subject to the agreement of the Strategic Policy and Resources Committee

1.3   The Good Relations Manager was delegated to work up costings and specifications for an exhibition for 2016, and additional outreach and engagement programmes and costs associated with the staging of the Fields of Battle – Lands of Peace exhibition. These issues were discussed by the Council’s Diversity Working Group at its meeting on the 5th December 2014.

1.4    Following agreement on the way forward at the Diversity Working Group, the Strategic Policy and Resources Committee   approved and adopted the minutes of the Diversity Working group at its meeting on the 12th December 2014.

1.5    These recommendations are now being been brought before the Shadow Policy and Resources Committee for noting and approval since the events and exhibitions will take place in the new Council arrangements.

2       Key Issues

2.1    As has already been agreed through the Diversity Working Group, officers have met with a number of organisations to discuss the potential for collaboration and additional funding. OFMDFM and DCAL will be involved in planning and delivery in addition to the Irish Government’s Department of Foreign Affairs regarding the forthcoming Decade of Centenaries.

2.2    Members will also be aware that the Irish government have officially launched Ireland 2016, an initiative which is led by the Department of Arts, Heritage and the Gaeltacht to reflect on the legacy of the period – this will include capital projects, state events, and various programmes relating to culture, young people and education etc. The five intersecting themes are: Remember, Reconcile, Imagine, Present and Celebrate.

2.3    Members may wish to also note that for Strand One covering 1912-1914, a budget of £99,000 was set aside by the Strategic Policy and Resources Committee for a large programme of events with OFMDFM contributing an additional £47,000.This amount of £146,000 covered the exhibition, a civic dinner and a series of events and activities around several other themes and publicity and educational activities.

2.4    In accordance with the desire of Members to deliver one exhibition covering  ...  view the full minutes text for item 12b

            (The Deputy Chairman, Councillor McAteer, left the meeting while this item was under discussion.)

            In the absence of the Chairman and the Deputy Chairman, it was agreed that Councillor Boyle take the Chair.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       As Members will recall, in August 2013 the Development Committee agreed to open the Creative and Cultural Belfast Fund.

1.2       The purpose of the fund is to deliver large-scale, ambitious arts and heritage projects that challenge social exclusion. Proposals must demonstrate how they support the Cultural Framework’s Distinctly Belfast and Inspiring Communities themes and will be:

-       cross-community

-       cross-city

-       delivered in partnership between cultural and community organisations

-       of benefit to hard-to-reach areas and communities.

1.3       £150,000 per annum was ring-fenced in the 2013/14 and 2014/15 budgets, with the same level of support projected for 2015/16 subject to approval of draft budget estimates. The Arts Council of Northern Ireland (ACNI) agreed to provide match funding of £450,000, bringing the programme budget to £900,000. £10,000 per year is ring-fenced for administrative costs. This means the total funding budget is

            £870,000 to be awarded in two tranches.

1.4       Tranche 1 of Creative and Cultural Belfast opened in September 2013, and in February 2014, Members agreed to award a total of £585,000, comprising one exceptional grant of £300,000 and three standard grants of £95,000.

1.5       In August 2014 the Development Committee agreed to open Tranche 2 of Creative and Cultural Belfast to support three projects at a maximum grant of £90,000 per project.

1.6       Criteria for decision-making

            Interested organisations were required to submit an expression of interest to the Tourism, Culture and Arts (TCA) Unit. TCA officers determined whether the project proposal was likely to meet basic eligibility criteria and be a good fit with the objectives of the funding scheme. Applicants were then issued with an application form.

1.7       Completed application forms were then assessed in three stages.

1.     Eligibility check. Applications were checked against the basic eligibility criteria. 

2.     Risk assessment. Officers carried out a risk assessment to determine whether the proposal was realistic and achievable.

3.     Scoring criteria. Officers then scored applications against the following criteria:

1.     Fit with the objectives of the fund

2.     Effective project management

3.     Value for money 

2          Key Issues

2.1       Applications received

            Tranche 2 of the CCB fund opened on 2 September 2014. It   was widely advertised in local newspapers, via the Central Grants Unit mailing list, on the Council website and on partner websites, such as ACNI and Community Arts Partnership (CAP).  Officers from the TCA unit also provided one-to-one advice sessions to organisations seeking further guidance and support. 

2.2       Forty-three expressions of interest were received, of which 28 organisations were invited to make an application. Proposals that were unsuccessful were offered a debrief and signposted to alternative sources of funding where appropriate.

2.3       The closing date for receipt of completed applications was 31 October 2014.  A total of 26 applications were received. One application was deemed  ...  view the full minutes text for item 13a

            The Committee was reminded that the Shadow Council, at its meeting on 8th December, had passed unanimously the following Motion, which had been moved by Councillor R. Brown and seconded by Councillor Robinson:

      “Belfast District Council expresses concern at the proposal to permit all registered taxis to use the City’s bus lanes, notes that this proposal will allow for an 8 fold increase in the number of taxis permitted to use these lanes from 500 to approximately 4000 vehicles, believes that this proposal will have a detrimental impact on the levels of cycling and the efficiency of public transport, considers this proposal incompatible with the Council’s vision of Belfast as a sustainable City and calls on the Government to limit the use of the City’s bus lanes by taxis which are wheelchair accessible only.”

            A letter outlining the Council’s decision had been forwarded to the Department for Regional Development on 9th December and a response had been received from the Minister’s secretary.  The response indicated that the Minister (Mr. Danny Kennedy) would take the final decision on the use of bus lanes by taxis only when he had seen the Department of the Environment’s revised regulations.  The Minister would base his decision on the responses which had been received during the 2012 consultation process on the proposed regulations, notably, he pointed out that the Council’s viewpoint would be taken on board by the Minister in making a final decision.

Noted.

Notice of |Motion                  The Committee was advised that the Shadow Council, at its meeting on 8th December, had passed the undernoted Motion, which had been moved by Councillor Boyle and seconded by Councillor Mullan:

      “Belfast District Council urges the Department for Regional Development to implement measures permitting the use of bus lanes by all vehicles at times of emergency or chronic congestion, thereby saving thousands of lost working hours to the economy of our City.”

            The Committee was advised that a letter had been forwarded to the Department outlining the Council’s decision and a response from the Minister’s secretary had been received on 8th January.  The letter pointed out that, whilst the current legislation did not empower the Department to suspend bus lanes, a constable in uniform could exercise his or her discretion to permit all vehicles to use bus lanes in times of emergency.  Such a decision, it was pointed out, should be taken only with a view to ensuring that the travelling public would be informed in a timely manner in order to avoid confusion.

            The Committee noted the receipt of the response from the Minister and agreed that a letter be forwarded to the Police Service of Northern Ireland seeking its views on when they would exercise their discretion to permit all vehicles to use bus lanes in times of emergency.