Agenda and minutes

            An apology was reported on behalf of Alderman Haire.

            The minutes of the meeting of 17th June were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council, at its meeting on 4th July, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.

            Councillor Bunting declared an interest in relation to agenda item 5b – Asset Management, on the basis that she acted as Secretary to the Belvoir Area Residents Group, which had applied to lease a portion of Council land at Belvoir Drive, and left the meeting whilst that item was being considered.

            Councillors Beattie, Garrett and McLaughlin declared an interest in respect of agenda item 8b - Requests for Use of the City Hall and the Provision of Hospitality, in that they were on the West Belfast Partnership Board, which was being recommended for the use of the City Hall. However, as those were Council appointments, they were not required to leave the meeting whilst that item was being considered.

            The information contained in the reports associated with the following ten items is restricted in accordance with Part 1 of Schedule 6 of the Local Government Act (Northern Ireland) 2014.

      Resolved – That the Committee agrees to exclude the members of the Press and public from the meeting during discussion of the following ten items as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (Northern Ireland) 2014.

            The Head of Finance submitted for the Committee’s consideration a report providing information on the financial position for Quarter 1 2022/23, based upon the five step Finance Strategy which had been approved in June, 2020 to protect existing budgets from the impact of Covid-19. The continuation of this Strategy was being recommended throughout 2022/23 to again protect the financial sustainability of the Council, in what was a difficult period of unbudgeted pressures.

            He reported that, at the end of Quarter 1, the financial position for the Council had shown an underspend of £2.8m, representing 6.8% of the net expenditure budget. This underspend could be attributed to employee vacancies. The Quarter 1 Departmental forecast was an underspend of £2.5m, representing 1.6% of the net expenditure budget.

There was also a forecast underspend of £422k in the Covid-19 reserve fund.

            He stressed that the Quarter 1 forecast did not include the significant pressures caused by the current rate of inflation and made specific reference to the 2022/23 pay award, cost of living support and a community centre utility overspend. These, together with the Committee’s decision to defer the reallocation of £2.3m from the 2021/22 year-end surplus would, he confirmed, be considered in a separate report on non-recurrent allocations later in the meeting.

            He went on to provide an update on the forecast reserves position, rates finalisation and the overall Investment Programme.

            The Committee noted the information which had been provided and granted approval to continue with the five step Finance Strategy throughout 2022/23.

            (The Committee agreed, given that these two items were closely linked, to consider them simultaneously.)

            The Committee:

                           i.       agreed, in response to a request from the Trades Unions, that cost-of-living payments of £666 be made in September and November to all Council staff below Chief Officer grade, at a total cost of approximately £3.5m;

                          ii.       agreed, in principle, to also provide cost-of-living payments to agency staff, with a report on how that might be managed to be submitted to its meeting in September; 

                         iii.       approved a request from the People and Communities Committee for £57k to be made available to meet the utility cost increases in community centres and noted the comments of the Chief Executive that any further funding shortfalls would have to be considered in the wider context of the financial challenges facing the Council; 

                        iv.       agreed that any in-year underspends would be set aside to meet the cost of the 2022/23 pay deal;

                         v.       agreed that no further reallocations or cash flow payments be considered until the Quarter 3 position was presented to the Committee in February 2023;

                        vi.       agreed, in response to a request from the Trades Unions, to undertake a review of pay and grading, to include the development of proposals on a pay and grading structure and consultation with the Trades Unions on harmonising the outstanding single status matters;

                       vii.      agreed, in response to a request from the Trades Unions, that annual leave entitlements be harmonised for all staff below Chief Officer grade; and

                      viii.      agreed, in light of issues which had been raised by Members around the failure by many agency staff to secure posts in the Council, that a report be submitted to a future meeting outlining ways in which they could be supported through the recruitment process.

            The Committee noted the contents of a report providing an update on the work of the Marketing and Communications Service for the period from January to June, 2022.

            The Committee noted the contents of a report providing an update on the progress being made across each of the operational areas in implementing the City Hall re-opening and recovery plan.

            The Director of Physical Programmes reminded the Committee that Phase 1 of the Lagan Gateway project in South Belfast had included the construction of an iconic foot and cycle bridge. The bridge had opened officially in September, 2021 and had proven to be extremely popular, with high levels of usage. 

            She reported that a public competition to name the bridge had been undertaken in 2021, in line with the Council’s agreed naming policy, which had been used for other similar projects. She outlined the general principles of the policy and provided details of the eight potential names which had been shortlisted by the panel, at the conclusion of the first stage of the naming process. The second stage of the process would comprise a final vote.

            She reported further that a number of returns had suggested names which had fallen outside the scope of the policy. Upon review it had been discovered that, since the criteria had not been included within the communication announcing the competition, those making the suggestions had been unaware of the restrictions governing the policy.

            One such suggestion, which had received a significant level of public support, had called for the bridge to be named after Noah Donohoe. Senior officers had subsequently met with Noah’s mother and her legal representative to inform them of the outcome of the first stage in the naming process. It had been agreed that the Council would explore a number of options which might be reflective of Noah’s life and then present these to his family.

            The Donohoe family had since confirmed that they would welcome the proposal to name the bridge after Noah and had expressed their gratitude for the public’s support in favour of this option.  It had been pointed out that the Lagan Towpath had been a favourite place for the family to visit and that it would be a fitting legacy to name the new bridge there after Noah.

            Accordingly, the Committee agreed, in view of the level of support, to set the naming policy aside on this occasion and name the Lagan Gateway Bridge after Noah Donohoe, with the final name to be agreed with the family, without the need to proceed to the second stage of the naming process.

            The Director of City and Organisational Strategy submitted for the Committee’s consideration a report providing an update on the Complex Lives multi-agency approach which had been developed to support vulnerable people in the City.

            After discussion, the Committee:

                                     i.          noted the current status of the Complex Lives model;

                                    ii.          agreed to commit £58K towards the Complex Lives programme, which was commensurate to the commitments from other core partners;

                                   iii.          agreed that a further two-year commitment (2023/24 and 2024/25) of £58k be secured, in principle, to be ringfenced in budget forecasts and to be subject to future consideration as part of the revenue estimates process; and

                                  iv.          approved the appointment of a dedicated fixed-term Programme Co-ordinator, for two-years, to help support the Council’s direct involvement and leadership of the Complex Lives approach, as well as co-ordinating the strategic planning and required internal and external responses to the wide-ranging vulnerability challenges facing the City centre. 

            The Committee noted the contents of a report outlining the next steps in the Real Living Wage accreditation process and delegated authority to officers to proceed with the application to the Living Wage Foundation.

The Committee noted the contents of a report providing an update on the recent launch of a Concept Note process by the Special European Union Programme Board for PEACEPLUS Investment Area 1.4 (Reimaging Communities), which would act as a preliminary means for potential applicants to express an interest in advance of a formal call for applications for funding. 

            (With the exception of the Chief Executive, the Director of City and Organisational Strategy, the Head of Human Resources, the Senior Democratic Services Officer and the Democratic Services Officer, all officers left the meeting whilst this item was under discussion.)

            The Committee was reminded that, at its meeting on 22nd October, 2021, it had agreed to amend the role of Deputy Chief Executive/Director of Finance and Resources, as part of a structural review, and had granted approval for the current postholder to retire on partial efficiency grounds no later than 31st October, 2022.    

            The Chief Executive reported that, following his appointment, the Committee had, on 15th April, approved the recruitment of a Director of Finance and Resources on a permanent basis.  A recruitment exercise had commenced on 28th April, however, that had been halted at Stage 3 of the shortlisting process. He provided details in that regard and explained that, due to the failure to appoint a person, interim arrangements were required to be put in place to ensure that continuity would be maintained after the Deputy Chief Executive/Director of Finance and Resources had retired and a review of the Corporate Management Tier had been completed.

            Accordingly, the Chief Executive recommended that, in order to support him in his role, the Committee grant approval for the Director of Finance and Resources/Deputy Chief Executive to provide consultancy support, up to a maximum of ten days each month until March, 2023. The arrangement would, he confirmed, be fee based and would be in line with the payment made to other consultants employed by the Council.

            He went on to state that a revised proposal for the role of Director of Finance and Resources would be presented to the Committee in September, along with a proposed structure and implementation plan for the Corporate Management Tier.

            The Committee adopted the recommendation.

            The Committee was reminded that the Council, at its meeting on 4th July, had passed the following motion on the Continuance of Hybrid Meetings, which had been proposed by the Deputy Lord Mayor (Councillor M. Kelly) and seconded by Councillor Bower:

“This Council supports taking measures to encourage a broader demographic to stand for, become elected and remain as local Councillors.

It recognises that hybrid meetings enable easier participation from those with young families and caring responsibilities and disabled people, amongst others, therefore, they are more likely to consider elected roles.

The Council, therefore, supports maintaining a mixture of online and in-person access to meetings.

Notwithstanding the outcome of the recent call for evidence from the Department of Communities on Remote/Hybrid meetings, the Council will write to that Department expressing its desire for the ability to continue to hold both full Council and Committee meetings in hybrid form.”

            The Chief Executive informed the Members that a response had been received from Mr. A. Carleton, Director of the Local Government and Housing Regulation Division, on behalf of the Minister for Communities.

            Mr. Carleton had begun by stating that the Local Government (Meetings and Performance) Act (Northern Ireland) 2021 contained an enabling power to allow the Department for Communities to bring forward further Regulations to provide for remote/hybrid meetings, which included making permanent provision for such meetings. The Department was developing proposals for the Minister’s consideration on further regulations for remote/hybrid meetings to be made under the 2021 Act, taking account of the comments received in the recent call for evidence.  A working group, with membership comprising Departmental officials and Council officers, had recently been established to assist in developing these proposals.

            He had then pointed out that the Local Government (Coronavirus) (Flexibility of District Council Meetings) Regulations (Northern Ireland) 2020, which had been made under Section 78 of the Coronavirus Act 2020, were due to remain in force until 24th September, 2022, as the Department had extended the date of expiry of section 78 of that Act until that date.

            Mr. Carleton had concluded by stating that, subject to the Minister’s agreement, the Department for Communities intended to further extend the expiry date of Section 78 of the Coronavirus Act 2020, allowing the current regulations to remain in force beyond 24th September.  That would allow time for the proposals for the Regulations under the 2021 Act, to be fully developed.

The Committee noted the information which had been provided.

            The Committee was reminded that the Standards and Business Committee, at its meeting on 28th June, had passed the following motion on Care Homes and Top Up Fees, which had been proposed by Councillor Heading and seconded by Councillor Lyons:

“This Council notes that Residential Care of Older People is a statutory function of the Department of Health and delivered through a number of private Care Home companies. The Council also notes that costs for standard care is paid from the budget of the Department of Health. Placement in a care home can be means tested and affecting savings and property owned by the resident. There are some cases where top up fees are introduced and paid for by either the resident and/or family and introduces a second level of care, which profits the residential care home company. Furthermore, these top fees vary from care home and company to company and is not always reflected in the level of care or the wages of staff employed in care homes. The care of our older people is important to society and accordingly this Council calls upon the Department of Health to investigate the top up costs charged by care homes.”

            The Chief Executive drew the Committee’s attention to a response which had been received from Mr. R. Swann MLA, Minister of Health.

            The Minister had pointed out that the policy on charging top-up fees, or third-party charges, was set out in Departmental guidance ECCU 1/2010 ‘Care Management, Provision of Services and Charging Guidance’.

            That guidance stated that Health and Social Care Trusts must contract for placements at the most competitive rate available, which it considered suitable for meeting an individual’s assessed need, even where this was not obtainable at the regional rate.  Where a Trust had contracted at that rate there was no top-up.

            He had explained that, should a service user select accommodation which was more expensive than other appropriate accommodation which the Health and Social Care Trust could secure at a lower rate, the Trust would facilitate that choice. However, the additional cost must be met by a third party, such as a family member or friend, which was referred to as a top-up. 

            The Minister had gone on to state that, whilst the aim should always be to facilitate choice for service users, Trusts had a parallel responsibility to secure the best value for money option and to protect the public funds for which they were accountable. 

            He had concluded by confirming that these additional charges (top-ups) related to the cost of accommodation provided by independent care providers and were set by them at a level which they deemed appropriate to reflect market prices.  As such, it was not appropriate for his Department to investigate the level of these charges.

            The Committee noted the information which had been provided.

            The Committee considered the following report:

1.0       Purpose of Report/Summary of Main Issues

1.1       Three motions were passed by the Council in 2021 relating to leave arrangements for parental bereavement leave and pay, miscarriage leave and fertility treatment leave.

1.2       This report makes recommendations to the Committee on those motions and seeks approval to consult with Trades Unions on the recommendations set out below.

2.0       Recommendations

2.1       The Committee is asked to agree that the Council consults with the Trades Unions on the proposed enhanced leave arrangements as follows:

Parental Bereavement Leave and Pay

To award 10 consecutive days bereavement leave, not solely in the case of a child under 18, but for the death of a close relative. 

To ward 10 consecutive days full pay, not statutory pay, as a day one right with no qualifying service required.

To award 1 days paid leave to attend the funeral of an extended family member

Paid Leave for Miscarriage:

To treat miscarriage as a bereavement and offer 10 days’ bereavement leave on full pay to employees who suffer a miscarriage as a day one right.

Fertility Treatment Leave:

To award 10 days full paid leave following any unsuccessful IVF treatment to employees who have undergone IVF treatment, as a day one right, in addition to the paid time off for medical appointments that already exists. 

3.0       Main Report

3.1       Notices of Motion

3.2       Parental Bereavement Leave and Pay- proposed by Councillor Matt Collins on 4th October, 2021 states that:

                 “This Council welcomes legislation at committee stage in Stormont for Parental Bereavement Leave and Pay (this was in reference to the legislation for Parental Bereavement Leave and Pay which came into effect in Northern Ireland from the 6th April 2022);  Notes the Coalition for Bereaved Workers concern that this bill is a ‘missed opportunity’ and 'does not go far enough’;  Will write to the Stormont Economy Committee to urge that they further the legislation on bereavement policy so that everyone who is bereaved of a close relative or partner is entitled to 2 weeks statutory bereavement leave and pay in line with the Coalition for Bereaved Workers campaign objectives; and will also undertake a review of its own bereavement policy, in conjunction with the unions, that seeks to establish 2 weeks statutory bereavement leave and pay for all Council workers in line with the Coalition for Bereaved Workers “Call to action” document.”

            Under the Parental Bereavement (Leave and Pay) Bill introduced in April 2022, working parents are entitled to two weeks’ statutory leave paid at statutory flat weekly rate of £156.66 following the death of a child under 18 or a stillbirth (at least 24 weeks of pregnancy).  The 2 weeks of Parental Bereavement Leave will be a ‘day one right’. To qualify for Parental Bereavement Pay, a worker must have at least 26 weeks of continuous service and earnings over the Lower Earnings Limit on the date of the bereavement.

            Council employees are currently allowed up to 3  ...  view the full minutes text for item 3c

            The Committee considered the following report:

“1.0     Purpose of Report/Summary of Main Issues

1.1            This report provides an update on the progress of the Belfast Region City Deal (BRCD), including an update on the Funding and Governance arrangements for Belfast City Council, as the Lead Authority and Accountable Body for the Deal.

2.0       Recommendations

2.1       The Committee is asked to:

                                            i.        note the update on progress being made to agree the Contracts for Funding which are required for each of the capital projects delivered through the Deal;

                                           ii.        approve the revised Financial Agreement with the Treasury and Department of Finance, as set out in Appendix 1;

                                         iii.        note that the work to formalise permanent structures and resources to allow the Council to carry out its role as Lead authority and Accountable Body has been completed;

                                         iv.        note the overview on key pieces of work in relation to the Social Value, Net Zero and Sustainability elements of the Deal; and

                                           v.        note the update in respect of the BRCD Council Panel, as provided in Appendix 2.

3.0       Main Report

            Contracts for Funding

3.1       Since the last Committee update in June, intensive work has continued with government departments, departmental solicitors and partners on the development of a consistent framework for the Contracts for Funding in order to inform the individual funding agreements. This work has been guided by BCC’s legal team and has now resulted in the finalisation of the first individual contract for Studio Ulster. All clauses have been agreed with back-to-back contracts signed between the Department of the Economy (DfE) and BCC as the Accountable Body and then BCC (as accountable body) with Ulster University representing a key milestone for deal delivery.

3.2       Work is ongoing with Queens University Belfast for the Advanced Manufacturing Innovation Centre (AMIC), with the contract for funding and funding agreement nearing completion.  Engagement is also now progressing with the Department for Communities (DfC) and partners in relation to the Regeneration Projects.

3.3       Members are asked to note that subsequent Contracts for Funding will be developed using the same framework and agreed clauses and as agreed by the BRCD Executive Board future agreements will be made between the relevant parties without needing specific individual Board approvals.  As part of the regular BRCD update reports, the Committee will be advised of progress to agree the funding agreements for each project (following business case approval).

Financial Agreement

3.4       The tripartite Financial Agreement between BCC, the Department of Finance (DoF) and HM Treasury sets out the financial commitments and protocols in relation to funding the BRCD.  The agreement formalises arrangements between the governments and the Accountable Body that have been set-out in other deal documentation. A copy of this agreement was presented to Members at the June Committee meeting. Subsequently DoF proposed an amendment to Annex A which now contains the total financial contributions over 15 years rather than the annual profiles set out in the previous version. This will help with flexibility in financing the deal over the  ...  view the full minutes text for item 4a

            The Committee was reminded that, at its meeting on 20th March, 2020, it had approved a new four-year Corporate Plan, covering the period from 2020 to 2024.

            The Director of City and Organisational Strategy reported that, following the onset of the Covid-19 pandemic, resources had been redirected towards the Council’s and the City’s response efforts. The focus on the delivery of the Corporate Plan had, however, been re-established in April, 2021 and an Annual Delivery Plan had been agreed by the Committee on 18th June, 2021.

            He went on to explain that, whilst updates on specific priorities were presented to the appropriate Standing Committees throughout the year, it had been agreed that a year-end progress report, comparing organisational performance against the priorities committed to in the Annual Delivery Plan, would be presented to this Committee for approval. He pointed out that substantial progress had been made across the priority programmes of work and that more data driven performance targets would, in future, be presented to the Committee for agreement. Work was underway to develop a revised performance management framework, which would underpin the Corporate Plan, which would also be presented to the Committee prior to agreement and implementation.

            The Committee noted the information which had been provided and approved the year-end report for the Corporate Delivery Plan 2021/22.

            The Committee considered the following report:

“1.0     Purpose of Report/Summary of Main Issues

1.1            The purpose of this report is to update the Committee on the progress of the Belfast Agenda review, including the plans to commence Phase 2 engagement in September, beginning with a proposed Members workshop on 7th September.

2.0            Recommendations

2.1            The Committee is asked to:

a)          note the progress of the development of the refreshed Belfast Agenda and supporting four-year Delivery Action Plans as set out in this report;

b)          note the planned Phase 2 engagement, subject to endorsement by the Community Planning Partnership;

c)          agree to commence the Phase 2 engagement with a Member Workshop to be held on 7th September, from 5 p.m. to 7 p.m. in the Assembly Buildings, City Centre; and

d)          note the timeline for progressing the revised Belfast Agenda to public consultation.

3.0       Main Report

            Background

3.1       In November 2021 and March 2022, Members received an update on the emerging findings and recommendations following the Phase 1 of Belfast Agenda: Continuing the Conversation engagement process which has help inform the refresh and focus of the Belfast Agenda (BA) for the period 2022-2026.  As reported at the November meeting, there was broad agreement that the existing long-term vision and outcomes of the BA remain relevant, and the proposed priorities for focus were the things that stakeholders and communities believed community planning could help address over the next 4-year period.

3.2       At the SP and R Committee meeting in March, Members noted an early draft of the strategic intents and stretch goals that were being developed in collaboration with our community planning partners for each priority. Since the March meeting, a significant amount of collaborative effort has gone into further developing and refining these priorities.  These are now approaching a state of readiness for wider engagement on the strategic intent, stretch goals and actions for each priority.

Refreshed Belfast Agenda – Citywide Strategy Document

3.3       Since it was launched in 2017, the Belfast Agenda has been a city leadership document, coalescing partners beyond the core legislative requirements of community planning with a focus on addressing key city challenges. The approach adopted has enhanced the relationship between the public, voluntary and community private sector to drive forward real change addressing inequalities and improve quality of live within and across the city.

3.4       The refreshed Belfast Agenda will maintain the same level of ambition and collective leadership commitment to deliver the long-term vision and outcomes previously agreed.  It will be delivery and outcome focused and will be positioned as a City Strategy which will identify the major transformational programmes and investment opportunities for the city.

Community Planning Priority Actions

3.5       Work continues with community planning partners and wider stakeholders to unpack and understand the scope off the agreed priority areas for focus over the next four years, Underpinning and composite delivery action plans are being co-designed and agreed with partners. A core set of guiding principles have been applied in developing the action plans  ...  view the full minutes text for item 4c

            The Committee considered the following report:

“1.0     Purpose of Report/Summary of Main Issues

1.1            The purpose of this report is to seek approval from the Committee on the draft Terms of Reference for establishing an All-Party Working Group on the City Centre, within the context of the emerging wider city centre governance structures. 

2.0       Recommendations

2.1       The Committee is asked to:

                                            I.        agree the draft Terms of Reference for the All-Party Working Group on the City Centre, as set out in Appendix 1, and membership of Party Leaders or their nominees; and

                                           II.        note the emerging wider city centre governance structures in the context of various independent priorities including the long-term regeneration and diversification of the city centre and vulnerability, cleanliness and safety issues.

3.0       Background and Context

3.1       The City Growth and Regeneration Committee at its meeting in June 2022 approved the establishment of an All-Party Working Group on the City Centre, with further details to be brought back on the Terms of Reference and membership. A further update was brought to the that Committee in August

2022 and the draft Terms of Reference were discussed at Party Group Leaders Consultative Forum on 11th August.

3.2       At the same time as this proposal coming forward for an All-Party Working Group on the City Centre, it is of relevance and to provide context to the emerging wider city centre governance to highlight the following:

·             Current challenges facing the city centre focused on vulnerability, safety and cleanliness, were becoming increasingly prevalent. In response to this there has been various meetings between Council Elected Members and officers, statutory partners and various city centre stakeholders including BCTC, BIDs etc. It is recognised that it is difficult to totally separate these often-interdependent issues, however, to effectively address the significance and severity of these issues dedicated and focused governance groups are required.

·             In June 2022, the People and Communities Committee adopted a motion in relation to Cleansing Task Force, put forward at the Standards and Business Committee and agreed to establish a Cleansing Task Force, made up of Elected Members from each Political Party and Council officers. The first meeting of the Task Force took place on 29th June.

3.3       Members will be aware the Council has been leading on a Future City Centre (FCC) Programme - a multi-faceted framework to take forward the long-term regeneration and diversification of the city centre across a number of pillars, as enclosed with the report to the CG&R Committee attached at Appendix 2. This six-pillar approach has also been considered by the Community Planning Partnership – City Development Board under the priority area of the Future City Centre.  As reported through the People and Communities Committee, the City and Neighbourhood Services Department have also led on a Clean, Green, Inclusive and Safe (CGIS) City Centre Study. An emerging CGIS action plan is in draft, with city centre governance highlighted as a key immediate priority action.

            Main Report

            All-Party Working Group on the City Centre

3.4       As  ...  view the full minutes text for item 4d

            The Committee was informed that the Council had received an invitation from Stratagem to sponsor a forthcoming conference entitled ‘Future of Politics: Delivering Effective Government’, being held in Belfast on 16th September.

            The Chief Executive explained that Stratagem was a public affairs consultancy firm based in Belfast which provided advice, support and services to help inform policy/strategy development and decision-making processes. It drew upon expertise and experience from across a range of sectors to inform its work.

            Stratagem had stated that the conference would provide an opportunity to reflect on how the political system operated, its relationship with policy development and the wider political framework and to consider workable solutions which could deliver better outcomes for people and communities. This was the inaugural annual conference and would feature international speakers and provide a platform to showcase the City’s leadership.

            The Chief Executive pointed out that the Council had been asked to consider providing sponsorship of £5k for the event, which would, if approved, be met from existing Departmental budgets and be commensurate to that being provided by similar organisations. The Council would, in return, receive:

·        five places to attend the conference;

·        a speaker place on one of the panel discussions;

·        an invitation to the pre-conference dinner event on 15th September; and

·        acknowledgment of its sponsorship and a promotion opportunity.

            He stated that, should the Committee agree to the Council sponsoring the conference event, it was proposed that:

                                 i.          the five places be offered to Elected Members, via Party Group Leaders;

                               ii.          the opportunity to participate on panel discussions be offered to the Chairperson of the Strategic Policy and Resources Committee (or his nominee); and

                              iii.          the invitation to the pre-conference event be offered to the Chairperson of the Strategic Policy and Resources Committee (or his nominee).

            After discussion, the Committee agreed, in light of the financial challenges being faced by the Council currently and the limited outcomes to be derived, not to sponsor the conference. It did, however, grant approval for Council officers to discuss with Stratagem the potential for offering in kind support.

            (Mrs. L. Toland, Senior Manager (Economy), attended in connection with this item.)

            The Committee considered the following report:

1.0       Purpose of Report/Summary of Main Issues

1.1            The purpose of this report is to update the Committee on the review of Invest NI which is currently underway, chaired by Sir Michael Lyons, and to provide details of the proposed input to the review on behalf of the Council.

2.0       Recommendations

2.1       The Committee is asked to:

·             note the ongoing review of Invest NI, including the scope and timelines

·             endorse the proposed Council response, as agreed by the City Growth and Regeneration Committee on 10th August and attached below; and

·             note the likelihood of further engagement between the Review Team and the Council as the review progresses and in advance of its October 2022 publication.

3.0       Main Report

            Key Issues

3.1       The Independent Review of Invest NI was announced by the Minister for the Economy, Gordon Lyons, on 26th January 2022.  The objective of the Independent Review is “To provide an independent assessment of Invest NI’s efficiency and effectiveness and, looking forward, its capacity to strategically align with and operationally deliver the 10X Economic Vision”. 

3.2       The Review Panel is chaired by Sir Michael Lyons. He is joined by Dame Rotha Johnston and Maureen O’Reilly, an independent economist.  Members will recall that Sir Michael Lyons previously chaired the Innovation and Inclusive Growth Commission which produced its “Reset for Growth” report in June 2021.  He will re-engage with Commission members for a year one review session in September 2022. 

3.3       Sir Michael has significant experience across the public sector, including local government. In 2007, he undertook an extensive inquiry into the functions and funding of local government: “Place-shaping: a shared ambition for the future of local government”.  He is currently Chair of the English Cities Fund. 

3.4       The Panel has been taking views from a range of key stakeholders since its establishment, meeting with more than 280 stakeholders through 70 engagement sessions.  They have also undertaken a public consultation on the review.  The current timetable for completion of the report is October 2022.

3.5       As part of its engagement work, the Panel met with Party Group Leaders in early July 2022.  They had an extensive discussion on a number of key areas, principally focusing on the efficiency and effectiveness of Invest NI in its role as the main economic development agency in NI and also looking at whether Invest NI was appropriately and adequately resourced and structured to support the delivery of the 10X strategy.  

3.6       In addition to the engagement with Members, the Review Panel has confirmed that it would be keen to receive further written responses from key partners.  Given the importance of the working relationship with Invest NI and the need to ensure that the organisation is structured in a way that can support the future economic growth of the city, it is proposed that the response be submitted to the Review Panel, reflecting the Council’s views on key areas  ...  view the full minutes text for item 4f

            The Committee was reminded that the Council, at its meeting on 3rd February, 2020, had passed the following motion on menopause awareness, which had been proposed by the Deputy Lord Mayor (Councillor M. Kelly) and seconded by Councillor Long:

“This Council resolves to work with organisations, such as Trade Unions, to ensure that Belfast City Council and its staff are Menopause Aware, have an understanding of the support available should they be concerned over symptoms which they might be experiencing, and recognises menopause as a workplace issue.”

            The Director of City and Organisational Strategy reported that, in response to the motion, it had been agreed that the Council should develop a Menopause Policy and associated guidance. A subgroup of the Council’s Women’s Network Group, which had been established to progress that work, had undertaken a benchmarking exercise to assess good practice in other organisations. It had also consulted widely with the Women’s Network Group and Women’s Steering Group.

            He drew the Members’ attention to the final draft policy which was being presented to the Committee for approval and confirmed that it had been agreed by both management side and the Trades Union side of the Joint Negotiation and Consultative Committee. The aims and objectives of the policy were to:

·        break the stigma surrounding the menopause;

·        ensure increased awareness of menopause issues among employees and managers;

·        outline how employees could be supported by their managers;

·        set out what employees needed to do if they are experiencing menopause symptoms that are impacting on their health, wellbeing and work;

·         provide guidance on facilitating conversations between managers and staff about menopause related symptoms impacting and what managers can do to provide the necessary support;

·        create an environment where women feel confident enough to raise issues about their symptoms and ask for reasonable adjustments at work, if necessary; and

·        promote a greater understanding of the menopause and how employees are affected.

            The Director of City and Organisational Strategy confirmed that a communication and training plan would be developed to implement the policy, when fully agreed, and an informal menopause support network would be set up, via the Women’s Network Group, to facilitate ongoing support for employees.

            He went on to remind the Committee that, at its meeting on 21st October, 2021, it had amended a motion on Fertility Treatment Leave to include menopause leave. He explained that, where an employee was absent from work due to menopause symptoms, sickness absence was dealt with sensitively through the Attendance Policy.  Furthermore, through consultation with the Trades Unions, it had been agreed that the list of potential reasons for the use of discretion would be amended in the Attendance Booklet to include menopause specifically.

            After discussion, the Committee approved the Menopause Policy and accompanying guidance, with:

                           i.      the wording in part 8.1 of the policy, requiring Council employees to “be open and honest with their managers/HR or Occupational Health if they are struggling with menopausal symptoms and need support, to enable them to continue to be effective in  ...  view the full minutes text for item 4g

            The Chief Executive informed the Committee that the city of Nancy would, on 24th and 25th October, be hosting the next meeting of the France – United Kingdom Local Government Forum. The Committee, at its meeting on 24th September, 2021, had granted approval for a deputation from the Council to attend last year’s event. However, it had been cancelled.

            He pointed out that the Forum would focus upon the common values linking local and regional government, in the new European and international context, as well as green transition, global challenges and local solutions. NILGA, which was involved in developing the overall programme, had confirmed that the costs of attendance of Elected Members would be recoverable. However, officer costs would be required to be met from existing Departmental budgets.

            Accordingly, he recommended that, given the subject matter, the Committee approve the attendance at the event of the Chairperson and the Deputy Chairperson of the Climate and City Resilience Committee and the Director of City and Organisational Strategy, or another senior officer.

            After discussion, the Committee agreed, in light of the financial challenges being faced by the Council currently, not to participate in this year’s France – United Kingdom Local Government Forum.

            The Committee considered the following report:

1.0       Purpose of Report/Summary of Main Issues

1.1       To seek approval for the Council to sign up to Business in the Community’s (BITC) ‘Ban the Box’ campaign, which lets applicants with criminal convictions know that they have a fair chance when competing for jobs in the Council.

1.2       To seek approval for the Council to demonstrate its commitment to the ‘Ban the Box’ campaign by publicly announcing it on relevant social media feeds.

2.0       Recommendations

2.1       The Committee is asked to agree:

·             that the Council signs up to BITC’s ‘Ban the Box’ campaign and that the Chief Executive or the Head of HR provides a quote explaining why the Council has “banned the box”; and

·             that the Council demonstrates its commitment to ‘Ban the Box’ by publicly announcing it on BCC social media and other relevant feeds.

3.0       Main Report

            Background information

3.1       Belfast City Council has, for over 15 years, been committed to the fair recruitment of applicants with criminal convictions.  The Human Resources Section has worked closely with the Northern Ireland Association for the Care and Resettlement of Offenders (NIACRO) to develop detailed guidance for dealing with applicants with convictions to ensure our recruitment policies and procedures follow best practice in terms of fairness and equity for applicants with convictions.

3.2       For the past 15 years, in line with best practice from NIACRO, the question regarding applicants’ criminal convictions has been removed from the Council’s jobs application form and only asked of applicants who are recommended for appointment as part of the pre-employment checking process when they are required to complete a Council Disclosure of Criminal Convictions Form.  This means that any information provided by the applicant in respect of conviction(s) is not considered by the short-listing and interviewing panels and the applicant is recommended for appointment solely based on the merit principal and their ability to do the job as demonstrated at interview.

3.3       If a conviction is disclosed at this stage, a structured ‘risk assessment’ process takes place which involves a meeting with the applicant to gain additional information on the precise nature, context, and date of the conviction so that an informed decision can be taken in terms of whether an appointment should be made. It also gives the individual the opportunity to state their case and offer any mitigating circumstances that they feel should be taken into consideration.  The formal risk assessment process is then documented assessing the risk and relevance of the offence against best practice guidelines.

3.4       If an applicant has an unspent conviction relating to a period of imprisonment of more than 6 months, the matter is escalated to a Recruitment Assurance Panel comprising a balanced panel of BCC Chief Officers.  A fair and objective assessment takes place in terms of whether the conviction is materially relevant to the post that the applicant has been recommended for appointment to.

3.5       As well as reducing barriers to employment for applicants with  ...  view the full minutes text for item 4i

            The Committee considered the following report:

1.0       Purpose of Report/Summary of Main Issues

1.1       The purpose of this report is to provide the Committee with an update on proposals to build on the success of the initial Period Waste Pilot Initiative (March - May 2022).

1.2       An update report was presented to the People and Communities Committee on 10th May. It agreed that, given the success of the initiative, a request be submitted to the Strategic Policy and Resources Committee to find the budget to enable the provision of reusable sanitary products to continue to be funded and, where possible, that these products should continue to be offered free of charge or for a nominal charge at a minimum.

2.0       Recommendations

2.1       The Committee is asked to:

                                               i.     note the contents of the report, consider the options presented within it and make a recommendation on whether the initiative should run again in-year at a smaller scale (£25,000 budget available) or whether it is content to recommend to Council that the budget be increased, on a non-recurrent basis, to run it again at a similar level (£50,000 budget – additional £25,000 required); and

                                             ii.     consider and make a recommendation on whether a future scheme should continue to provide products free of charge on a first come, first served basis or whether a notional charge of £5 per applicant should be applied to enable more people to avail of the scheme.

3.0       Main Report

            Background

3.1       The aim of the Period Waste Pilot initiative was to raise awareness and encourage increased use of reusable period products. More people using sustainable rather than disposable products will have an environmental benefit as it will reduce the amount of period waste that is entering our waste stream and being landfilled, and it will also reduce plastic waste. Disposal of single use menstrual products i.e. tampons, pads and applicators generates 200,000 tonnes of waste per year in the UK^[1]. In addition, sanitary waste can be made of up to 90% plastic.

3.2       In the most recent BCC Waste Composition Study (2014) it was found that 1.87% of all miscellaneous combustible waste (the largest category of waste we collect) was of a sanitary waste nature (including other absorbent hygiene products but excluding nappies). This means each household was producing on average 3.38Kg of this type of product waste per year.

3.3       This project was primarily focused on waste reduction but also had the benefit of offering a sustainable and therefore more affordable choice for those who might be affected by period poverty which is an added pressure on individuals and families as a result of the current cost of living pressures.

3.4       The pilot scheme was launched on 30 March 22 to unprecedented applications and in less than 24 hrs demand had exceeded capacity in terms of the budget that had been identified within Council and thus had to close to further orders. Council had worked with the social enterprise, ‘Hey Girls’. (www.heygirls.co.uk) to  ...  view the full minutes text for item 4j

            The Committee considered the following report:

“1.0     Purpose of Report/Summary of Main Issues

1.1            The Council’s Physical Programme currently includes 170 capital projects with investment of £150m+ via a range of internal and external funding streams, together with projects which the Council delivers on behalf of external agencies. This report requests a movement on the Capital Programme.

2.1       The Committee is requested to:

·          Proposed movement on the Capital Programme: Alleygating Phase 5 project - Agree that the project be moved to Stage 2 – Uncommitted.

3.0            Main Report

3.1       Members will be aware that the Council runs a substantial Physical Programme. This includes the rolling Capital Programme – a multimillion regeneration programme of investment across the city which improves existing Council assets or provides new council facilities. The Council also delivers externally focused funding streams such as BIF, LIF and SOF, as well as numerous capital programmes that we deliver for central government. Our funding partners include NHLF, SEUPB Peace IV, the Executive Office via Social Investment Fund and Urban Villages, DfC, DfI, DAERA, Ulster Garden Villages and others.  When appropriate, as per Covid 19 public health guidance, the Physical Programmes Department is happy to arrange site visits to any projects that have been completed.

Proposed Movement – Capital Programme

3.2       Members have previously agreed that all capital projects must go through a Three Stage process where decisions on which projects progress are taken by the Strategic Policy and Resources Committee. This provides assurance on the level of financial control and will allow Members to properly consider the opportunity costs of approving one capital project over another capital project.

Members are asked to agree to the following movement on the Capital Programme:

Alleygating Phase 5

3.3       In January 2021, the Committee agreed to add Alleygating Phase 5 as a Stage 1- Emerging project onto the Capital Programme in order to allow the project to be developed. A Strategic Outline Case has now been prepared for the project. Members will recall that, in March 2022, long lists of gate locations were referred to the AWGs for prioritisation. This process is now well underway and officers anticipate that the agreed locations for all four areas will be brought back in next month following the conclusion of the AWG workshops. Once locations are agreed, the project can then proceed to Stage 3 – Committed under the Capital programme. Members are asked to note that this project will be brought back to the Committee in due course, in line with the agreed three stage approvals process.

Financial and Resource Implications

3.4       Financial – £500,000 under the Capital Programme. 

            Resources – Officer time to deliver as required

Equality or Good Relations Implications/

Rural Needs Assessment

3.5       All capital projects are screened as part of the stage approval process.”

            The Committee adopted the recommendation.

            The Committee approved the following:

                                     i.          Parkgate Avenue Car Park

-        the renewal of the existing Licence Agreement with the Directors of Argento Contemporary Jewellery Ltd. for a right to pass/repass across Parkgate Avenue Car Park;

                                   ii.          John Murray Lockhouse

-        the variation of the existing Lease Agreement with LORAG, to include additional Council owned land, to facilitate the John Murray Lockhouse project;

                                  iii.          Dr. Pitt Memorial Park

-        the transfer of land from the Northern Ireland Housing Executive to the Council to facilitate the redevelopment of Pitt Park;

                                  iv.          Cregagh Youth and Community Centre

-        the grant of a licence to the Irish Rugby Football Union (Ulster Branch) for its occasional use of the overflow car park adjacent to Cregagh Youth and Community Centre;

                                   v.          Blackmountain

-        the grant of a 10-year lease to Trustees of Springfield Star for their use and occupation of c. 0.613 acres of land, comprising a mini soccer pitch, adjacent to Springmartin Play Area;

                                  vi.          Land at Suffolk Playing Fields

-        the retrospective grant of a licence to Suffolk Community Forum for the siting of a portacabin, to facilitate a community garden;

                                vii.          Land at Cregagh Green

-        the grant of a licence to Cregagh Wanderers FC for the siting of a container for dry changing facilities;

                              viii.          Dundela Crescent Car Park

-        the grant of a Licence to Kelly Brothers Limited for a temporary contractor’s compound within Dundela Crescent Car Park; and

                                  ix.          Belvoir Drive

-        the grant of a lease to Belvoir Area Residents’ Group for c. 550 sq. m of open space land at Belvoir Drive for use as a community growing project.

            The Committee:

·        approved the public advertisement of tenders, as per Standing Order 37a, as detailed in Table 1 below;

·        approved the modification of the contract, as per Standing Order 37a, as detailed in Table 3 below; and

·        noted the award of retrospective Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 4 below.

            The Committee agreed not to approve the award of the Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 2 below, and requested that detailed information on the assessment of those tenders and the tendering process for Single Tender Actions generally be forwarded to Members in advance of the decision being ratified by the Council on 1st September.

            The Committee agreed also that, in future, the Committee report would, for each Single Tender Action, be accompanied by the rationale behind it being recommended for approval.

Table 1: Competitive Tenders

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 8th August, including the recommendations:

PEACE IV

            Secretariat

·        to accept the thematic extension and budget modifications from SEUPB, as follows:

•        SSS - an extension from 31st December, 2022 to 30th June, 2023;

•        CYP - an extension from 31st December, 2022 to 31st March 2023;

•        BPR - an extension from 31st December, 2022 to 31st March 2023;

•        CYP5 - the reallocation of £12,995 of funding from external expertise  

                                to salaries;

·        to uplift the planned contract by up to £5,205, due to increased venue/catering costs;

·        to illuminate the City Hall on 21st September in the colours of the United Nations, to mark International Day of Peace; and

·        to facilitate a visit to the Forth Meadow Community Greenway by the Causeway Coast and Glens PEACE PLUS Partnership.

            Children and Young People

·        CYP 1 - to realign 15 participants between lots, with Lot 1 (age 6 - 11) increasing by 15 participants and Lot 2 (age 12-16) reducing by 15 participants; and

·        CYP 5 – to reclassify a total of 18 participants (12 from West Belfast 2, and 6 from East Belfast Networks) from core participants to peer participants.

            Shared Spaces and Services

·        with the commencing of the bridge naming in Springfield Park, there should be support from other Council officers with relevant experience in similar naming processes; and

·        the next steps for the development of the Governance Model to include Senior Managers to meet to discuss and agree the required coordination roles and resources, upon receipt of a final report.

            Building Positive Relations

·       BPR 6 - to agree, in principle, a further extension to November 2022 to St. Comgall’s, as confirmed with the delivery partner.

Good Relations

·        to approve funding towards the following projects:

                     BCC7: Interface Programme

•        Upper North Belfast Capacity Building and Engagement Project, with North Belfast Interface Network as the lead partner for Twaddell Ardoyne Shankill Communities in Transition: £9,500; and

•        East Belfast Enterprises - towards a large-scale interface engagement programme in Inner East Belfast with a number of local groups and organisations: £15,000.

                     BCC9: East Belfast Strategic Intervention

•        East Belfast Alternatives - Enhancing Community Connections: £8,000;

•        Youth Initiatives - Children and Young People Project: £2,000; and

•        East Belfast Sure Start - Exploring Heritage and Culture - £2,000.

Quarter 1 Update

·       to note the contents of this report, particularly the allocation of £124,275.50 to grants through the Good Relations Small Grant Scheme 22/23; and

·        to note the allocation of £4,300 to the City Church Intervention project, and £12,000 to the Falls Community Council Strategic Intervention project under BCC9 by delegated authority, as previously agreed.

Part 2 - PEACEPLUS 1.1 Local Community Action Plan Update

·        to agree to the recently appointed consultants Locus Management (with support from Blu Zebra) to further work up the evolving Co-design Framework for developing the PEACEPLUS Local Community Action Plan;

·        to agree that consultants attend Part 2 of the SCP  ...  view the full minutes text for item 7a

            The Interim City Solicitor reminded the Committee that the Council was required, under its equality Scheme, to carry out screenings of new and revised policies, to enable any impacts relating to equality of opportunity and/or good relations to be identified and addressed. An Equality Screening Outcome Report was collated on an annual basis and published on the Council’s website.

            The Council had a statutory duty also, under the Rural Needs (Northern Ireland) Act 2016, to consider rural needs in the development of new policies, plans or strategies or in any service design/delivery decisions and was required to submit an annual report to the Department of Agriculture, Environment and Rural Affairs.

            Accordingly, the Committee:

·        noted the contents of the Equality Screening Outcome Report for Quarter 1 of 2022/23; and

·        approved the submission of the Council’s Annual Monitoring Return to the Department of Agriculture, Environment and Rural Affairs for 2021-2022, on a holding basis, subject to it being ratified by the Council at its meeting on 1st September.

            The Committee was reminded that the Council was required, under Section 75 of the Northern Ireland Act 1998, to provide the Equality Commission for Northern Ireland with an annual report on the progress of the implementation of its Equality Scheme.  With that in mind, the Interim City Solicitor submitted for the Committee’s approval the annual report for 2021/22, which outlined the progress on actions identified to promote equality of opportunity and good relations.

            The Committee approved the Council’s annual report for 2021/22 for submission to the Equality Commission for Northern Ireland and noted that equality capacity building on the Council’s Equality Scheme would commence in the autumn and would include details of the Annual Report.

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 11th August.

            The Committee adopted the recommendations in respect of those applications received up to 6th August, as set out below, and agreed that funding be allocated to the organisers of the North Belfast Interface Network and the West Belfast Partnership Board events to enable them to provide tea/coffee and biscuits upon arrival:

            The Committee approved and adopted the minutes of the meeting of the Language Strategy Working Group of 12th August.

            The Committee approved and adopted the minutes of the meeting of the Social Policy Working Group of 16th August.

            At the request of Councillor Long, the Committee agreed that a report be submitted to a future meeting examining the potential for increasing the number of electric vehicle charging points on Council properties and for working with the Department for Infrastructure and other relevant Departments to develop a strategy to promote the use of electric vehicles generally.