Agenda and minutes

            Apologies for inability to attend were reported from the Deputy Lord Mayor (Councillor McDonough-Brown); Aldermen Haire and Spence and Councillor Attwood.

            The minutes of the meetings of 20th and 22nd 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 2nd July.

            No declarations of interest were recorded.

            The Committee agreed to accede to a request from POBAL to address the Committee, at its September meeting, in relation to research which they have carried out entitled “Further and Higher Education, Training and Employment Experience of Past Pupils of Irish Medium Education in Belfast – 1970s to Present.”

            The Committee agreed to accede to a request from the Northern Ireland Human Rights Commission to meet with all Elected Members as part of its community engagement.

            The information contained in the reports associated with the following six items and the final item on the agenda 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 Committee meeting during discussion of these 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 (NI) 2014.

The Committee considered a report in relation to a proposed framework for the management of discretionary payment requests which did not fall within existing Council funding schemes.

            The Committee was reminded that, under the general power of competence, by virtue of the Part 11 of the Local Government Act (NI) 2014, the Council still had the power to make such discretionary payments and it was proposed that the Committee reintroduce the previous criteria for such a payment as agreed by the Policy and Resources Committee in June 2014.  These are:

1.     That the total discretionary payments may not exceed the rate product limit calculated using the formula in Appendix 1 to this report.

2.     That there are sufficient in year resources available for reallocation to meet the discretionary payment expenditure approved.

3.     That the application for the discretionary payment links to one or more of the council’s corporate priorities.

4.     That there is direct benefit to be obtained to the council or its district or inhabitants.

5.     That the activity or initiative in respect of assistance being sought is being promoted by a person or organisation living or operating, or otherwise having a direct connection with the City.

6.     That the request for a discretionary payment does not relate to an event or initiative which falls within a funding stream established through the remit and statutory power of any other committee of the council (in which case it should be so referred).

7.     That the request relates to a specific event, activity or initiative as distinct from a request for a contribution to general funds or organisational running costs.

8.     That the benefit to be obtained will be commensurate with the payment to be made.

            The Committee was advised that, if it was minded to agree the above-mentioned criteria, then information on discretionary payments would be published on the Council website.  It would be emphasised that there was no designated fund, but that if in year resources became available for re-allocation then an amount may be set aside by the Strategic Policy and Resources Committee for discretionary payments and that that would normally be considered at the meetings of the Strategic Policy and Resources Committee in June and November.

            The Committee agreed:

1.     the proposed Discretionary Payments Framework as detailed in the report; and

2.     to set a discretionary payment limit of £396,600 for the 2018/19 budget.

The Committee considered a report which provided an update on the assessment of the key financial factors which would influence the development of the Council’s Medium Term Financial Plan for 2019/20 – 2021/22 and the rate setting process for 2019/20, together with an overview of the priorities and work in progress for the 2019/20 – 2021-22 Efficiency Programme.

            The Committee noted the financial pressures outlined in the medium term financial plan and the work in progress on the efficiency programme to achieve the 2019/20 efficiency target of £0.5 million additional income and £2.5 million in expenditure savings and how work would be progressed to achieve future years’ savings.

The Committee was advised that the Belfast Health Development Unit (BHDU) had originally been set up and funded by the Council, the Belfast Trust and Public Health Agency (PHA) on a temporary basis to allow employees from all three organisations to be co-located and jointly work on a health improvement and wellbeing agenda.  There were four employees on temporary contracts employed by the Council who were located within this team.  Those temporary employees work on thematic areas that supported the Belfast Agenda in tackling health inequalities.  As the Belfast Agenda was formally in place and targets had been set around reducing health inequalities across the City, there was now an operational need to create four permanent Council posts to allow for better planning and co-ordination in order to achieve the outcomes as set out within the Living Here agenda of the Council’s community plan.  A review had been completed in line with the City and Neighbourhoods Improvement Programme and the report detailed the findings and recommendations.

            Accordingly, the Committee approved the following:

1.     the creation of four permanent posts within the City and Neighbourhood Services Department which would be focused on improving health and wellbeing; and

2.     noted the human resources matters and consultation with employees and Trade Union representatives.

The Committee was reminded that, as part of the Council’s efficiency  programme, the operating model for Council procurement had been reviewed with the aim of identifying opportunities to become more commercial and better support inclusive economic growth in the City.  At its meeting on 18th May, the Committee had agreed the new organisational structure, including the renaming of the vacant post of Head of Contracts now to be recruited as the Head of Commercial and Procurement Services.  The Committee was advised that it now needed to appoint a selection panel to recruit the post.

            The Committee approved the recruitment panel for the recruitment of the Head of Commercial and Procurement Services to consist of the Chairperson, the Deputy Chairperson, Alderman Convery, the Director of Finance and Resources and the Director of Property and Projects. The Committee approved also the associated timetable.

The Committee considered a report which sought approval to the leasing of two sites for the development of both a Data Centre and an Anaerobic Digestion facility at the Giant’s Park, North Foreshore and also to approve the installation of additional electricity capacity for the site as a whole to enable further anticipated development to proceed.

            The Committee agreed:

i)       that a Site Options Agreement be entered into with Evermore Ltd (or its designated Special Purpose Vehicle) for the development of a Data Centre at Giant’s Park, North Foreshore, subject to detailed terms to be agreed with the Council’s Estates Manager, together with the City Solicitor; and

ii)      that a Site Options Agreement be entered into with Viridian Ltd (or its designated Special Purpose Vehicle) for development of an Anaerobic Digestion facility at Giant’s Park, North Foreshore, together with other related legal agreements required to facilitate generation and export of electricity, subject to detailed terms to be agreed with the Council’s Estates Manager, together with the City Solicitor; and

iii)    noted the requirement to proceed with the installation of additional electrical infrastructure for the Giant’s Park, North Foreshore and to note the cost of these works was currently provided for in the Council’s Capital Programme. Agreement with NIE to be subject to detailed terms agreed by the Director of Property and Projects.

The Committee considered a report which sought approval to the appointment of a developer for the commercial leisure led mixed use development opportunity at the Giant’s Park, North Foreshore.

            Moved by Alderman Convery,

            Seconded by Alderman Browne,

      That the Committee agrees to defer consideration of the matter for a period of one month to enable Party briefings to take place.

            On a vote by show of hands six Members voted for the proposal and eight against and it was declared lost.

            Accordingly, the Committee agreed to note the outcome of the marketing process for the development of a 250 acre site at Giant’s Park, North Foreshore and approved the award of this development opportunity and agreed to enter into a Site Options Agreement with Giant’s Park Belfast Limited, subject to detailed terms to be agreed with the Council’s Estates Management Unit, together with the City Solicitor.

The Committee was reminded that the Council, at its meeting on 4th June, had passed the following motion on City Deal, which had been proposed by Councillor Canavan and seconded by Councillor McAteer:

“This Council welcomes the progress being made to secure a Belfast Region City Deal which will deliver inclusive growth, create more and better jobs, have a positive impact on our most deprived communities, and provide a balanced spread of benefits across the region.

The city deal will strengthen Belfast’s role as the driver for the regional economy.  In supporting the case for regional growth that will benefit us all, the Council urges the British Government to formally commit to a deal for the North West.”

            It was reported that a response had been received from Mr. David Herson, on behalf of the Secretary of State for Housing, Communities and Local Government.  He stated that the Department welcomed the Council’s support for the Belfast City Deal and pointed out that the Government had made a commitment to work with the Northern Ireland Executive and other stakeholders towards a comprehensive and ambitious set of city deals across Northern Ireland.  He concluded by confirming that the Secretary of State was aware of local interest in a deal for the Derry/Londonderry region and that he was looking forward to considering proposals for that region in due course.

Noted.

            The Democratic Services Manager reminded the Committee that the Council, at its meeting on 4th June, had passed the following motion on the Arts Matter NI Campaign which had been proposed by Councillor Long and seconded by Councillor McAllister:

“This Council asserts the value of the arts in our everyday lives, including our wellbeing, education, inclusion as well as our creative and evening economy and our tourism offering.

Accordingly, the Council extends its formal support to the Arts Matter NI campaign for equal funding and agrees that an all Party delegation meet the Permanent Secretary at the Department for Communities to demand more funds for the arts.”

            It was reported that a response had now been received from the Permanent Secretare, Mr. O’Reilly in which he stated that the Arts Council for Northern Ireland provided financial support to the arts sector and was funded via grant-in-aid by the Department for Communities.  He explained that the Department for Communities’ overall budget for this year had been reduced and that that had been reflected across multiple funding streams.  As a result, the Arts Council had been allocated £10,092,480, compared to £10,572,000 in the previous year.  He pointed out that the Arts Council allocated this funding, along with funding from the Arts Lottery Fund, based upon its assessment of the merits of individual projects, and that the Department for Communities had no input into that process.

            Mr. O’Reilly had added that his Department was keeping its in-year financial position under review but that, at this stage, it had no additional funding to make available to the Arts Council in the current year.  He concluded by stating that the Council would be informed if that position were to change and suggested, in light of that, that the meeting called for within the Council’s motion be deferred at this time.

            The Committee noted the response from the Permanent Secretary and agreed that a further letter be sent requesting that he reconsider the request to meet with an All-Party Deputation from the Council.

The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1            The purpose of this paper is to set out, for Committee approval, proposed governance arrangements to oversee the delivery of the Belfast Agenda.

2.0       Recommendations

2.1       The Committee is asked to

·        Approve the proposed governance model for the Belfast Agenda as summarised below and set out in detail at Appendix 1.

3.0       Main report

3.1       Purpose of Governance Arrangements

3.1.1    The Belfast Agenda was created by a partnership of key city partners, residents and community organisations. It sets out a clear, joint vision and long-term ambitions for Belfast’s future. 

3.1.2    The Council now needs to implement ‘fit for purpose’ governance arrangements to deliver the Agenda and secure continuous improvement.  With this in mind, a proposed governance model has been developed, aimed at ensuring that there is effective partnership working, focus, direction, decision making and oversight of the ongoing development and delivery of the Belfast Agenda. 

3.2       Proposed Governance Model

3.2.1    The proposed governance model is attached at Appendix 1 of this report:  The key elements of the model are as follows:

·        Formal Council governance will be via Strategic Policy & Resources Committee, the Corporate Management Team and four underpinning boards, reflecting the 4 priority areas of the Belfast Agenda, chaired by a nominated Senior Responsible Officer (SRO).

·        Formal partnership governance of the Belfast Agenda will be via the Belfast Community Planning Partnership and the SROs will be accountable to the Community Planning Partnership (CPP). The CPP will provide overarching oversight, guidance and strategic direction for the Community Planning process in Belfast to ensure that objectives of the Belfast Agenda are achieved and compliance with statutory obligations for community planning.

·        Each SRO will have a Portfolio Management support from the Strategic Hub, which will manage the overall delivery of outcomes and inclusive growth for their 2017-2021 Priorities.  Board membership will be flexible; the SRO will be guided by the need for delivery of outcomes against priorities rather than rigid structures.

·        There will be clear terms of reference for the proposed boards based on those shown in Appendix 1.

·        Where possible, partnership delivery will be achieved through existing organisations and/or existing partnerships towards the achievement of Belfast Agenda outcomes.  It may also be necessary to establish new partnerships, such as time-bound task and finish groups.

·        The governance arrangements will be implemented on a phased basis, with the first SRO-led Board established in September 2018 to oversee delivery of the ‘Living Here’ strand of the Belfast Agenda, with the remaining Boards being established shortly thereafter. The governance arrangements will also be kept under review.

·        No changes to the Council’s financial decision-making arrangements are proposed at this stage.

3.3       Implications for Committee

3.3.1    The Strategic Policy and Resources Committee has a key role to play in the successful implementation of the Belfast Agenda.  As part of the Belfast Agenda governance arrangements, it is proposed that a special Strategic Policy and Resources Committee is convened each quarter to focus  ...  view the full minutes text for item 4a

The Director of City and Organisational Strategy submitted for the Committee’s consideration the following report:

“1.0     Purpose of Report or Summary of Main Issues

1.1       Members have expressed their desire to embed inclusive growth within the decision-making process of Council. As a result, the draft Corporate Plan 2017-21 includes a commitment to ‘work to drive inclusive growth through the development and adoption of an inclusive growth framework’.

1.2       At SP&R Committee on 20th April 2018, members agreed to a five step approach in developing an inclusive growth framework for the city.  The first of these steps was to develop and agree a definition of inclusive growth for Belfast.

1.3       Following a series of one to one interviews with Party Group Leaders, Committee Chairs, Chief Officers and an all member workshop, as well as a detailed analysis of the data available in Belfast, a definition has been drafted and attached as Appendix One.

1.4       This report asks Members to approve this definition as a working draft and provides an update on the development of the framework and associated actions.

2.0       Recommendations

2.1       The Committee are asked to:

·        Note the working draft definition of inclusive growth that will be brought to Party Group Leaders for further discussion and refinement prior to formal approval;

·        Note the progress in developing the inclusive growth framework for Belfast City Council; and

·        Approve scoping and development of the related actions listed in section 3.6 that have arisen during discussions with Members.

3.0       Main Report

Agreed steps to developing a framework

3.1       At SP&R Committee on 20th April 2018, members agreed to a five step approach in developing an inclusive growth framework for the city:

1.   Defining inclusive growth for Belfast.  It is vital that that there is an agreed, and Belfast specific, definition of inclusive growth. To do this we must use data and evidence to determine challenges facing the city, and its population, and collectively develop a common narrative about the vision for change. Doing this will ensure a common framework is in place for all policy and decision makers.

2.   Developing and adopting a Belfast City Council bespoke framework.  Following the agreement of a specific definition of inclusive growth for Belfast, we will develop an inclusive growth framework to ensure that inclusive growth is placed at the heart of policy, capital and programme decisions. This will ensure that the Council has a practical and simple framework to use in future decision making to quantify the inclusive growth benefits of investments and interventions.

3.   Assessing current interventions.  This step will involve an assessment of whether the Council’s and the actions of other agencies / partners are sufficient, along with the development of a plan to address deficiencies or build on strengths.

4.   Measuring our progress.  Members will be aware the Community Planning and Smart Cities teams are currently working with Community Planning Partners to pilot a City Dashboard; it is proposed that the agreed measurements of inclusive growth form part of this dashboard. This  ...  view the full minutes text for item 4b

The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To update Committee on the ongoing development of a Belfast Region City Deal Proposition including engagement and negotiation with Northern Ireland Civil Service (NICS), Ministry for Housing, Communities and Local Government (MHCLG) and Treasury on emerging projects and next steps.

2.0       Recommendations

2.1       The Committee is asked to note

·        the progress made in developing the Belfast Region City Deal (BRCD)

·        that a meeting of the Joint Members Forum hosted by Mid and East Antrim will be held in mid September.

·        A communication and engagement event has been planned to take place in Westminster on 24th October 2018

2.2       The Committee is also asked to agree to party group briefings and a possible special SP&R committee meeting to be held in early September to discuss specific projects and the emerging shape of the BRCD proposition for negotiation with UK and Central Government.

3.0       Main report

3.1       At the last SP&R committee meeting members were provided with the following framework documents that were prepared in support of the Belfast Region City Deal (BRCD)

-       Draft Proposition document

-       Industrial Strategic Framework

-       Digital Vision and Strategy

-       Initial Employability and Skills Proposition

-       Draft Belfast Region Infrastructure Investment Framework

3.2       These documents provided the evidence base for the BRCD including the key pillars for investment, which build on the region’s strengths and will support ongoing economic growth.

3.3       Members were also advised that projects that had been identified for possible inclusion in the BRCD proposition had been discussed with officials from both UK and Regional government departments and based on their feedback and ongoing discussions around affordability the BRCD partners were focussing on a reduced list of primary projects for further development.   

            Programme Update

3.4       Innovation / Digital

            As outlined to committee, it is anticipated that the Innovation and Digital pillar will be a major focus for the BRCD as it is likely to attract more funding from UK Government given the projects contribution to the UK Industrial Strategy.  Future Cities Catapult supported by the SMART Belfast team in the council have been working intensively with the universities and the BRCD councils to continue to develop projects in this pillar and to define the overall digital / innovation proposition for the city region.  This has involved intensive discussion and consultation with UK government departments who have provided some positive feedback on a number of a proposals and also suggested areas where further development is required.  FCC have also hosted a number of stakeholder engagement events, including direct engagement with the private sector, and are actively working with partners to identify additional / alternative sources of funding. 

3.5       Tourism

            The BRCD continues to make the case that tourism is a specific growth sector that requires significant investment to ensure the potential economic benefits are realised.  The sector has suffered from lack of investment in the past and still under performs in comparison with other UK  ...  view the full minutes text for item 4c

The Commissioner for Resilience submitted for the Committee’s consideration the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       In January, members approved Belfast’s membership of the International Urban Cooperation (IUC) programme for sustainable urban development as part of its global 100 Resilient Cites work. 

1.2       Membership of the programme provides Belfast with an opportunity to co-operate with other cities to solve common problems.  Partnerships are established based on mutual size, common challenges and interests.  Earlier this month, New York and Barcelona were partnered to focus on sustainable urban development.  Manchester has been partnered with Montreal in Canada to focus on smart cities, economic growth and social inclusion.    Belfast has been accepted onto the programme, to partner with Santiago de Cali + Medellín, to focus on post-conflict urban development.  All three cities face similar challenges in ensuring that all residents benefit from economic growth in their respective cities, and the programme also provides an opportunity to share knowledge and learning of building connections across communities. 

1.3       Belfast’s membership will build on the existing links that the city has with Colombia including the increasing trade links being fostered by Invest NI; and the work of the British Council in Northern Ireland, which is planning a major Belfast initiative with Colombia in 2018.

1.4       The first exchange visit has been scheduled for 22 – 27 October 2018, which will see a Belfast delegation, to include council, Invest NI and the British Council representatives, visit counterparts in Cali and Medellin, Columbia.

2.0       Recommendations

2.1 The Committee is asked to:

1.      Note the draft programme of work and outline schedule for the Belfast to Cali and Medellin visit from 22 October

2.      Approve the attendance of Chair and Deputy Chair of Committee (or their nominee) and two officers to attend this visit, accompanied by representatives from the British Council and Invest NI.

3.0       Main report

3.1       IUC membership provides financial support for an eighteen-month exchange programme at a senior level between Belfast and the Colombian cities of Cali and Medellin focusing on post-conflict urban development (on themes of social inclusion, regional / urban innovation and competitiveness; and inclusive and sustainable economic growth).

3.2       This is a substantial programme providing significant opportunities for Belfast to work alongside other cities to solve common problems.  The work encompasses three phases (1) Development Phase- understanding the problems and needs of the cities (2) Implementation Phase- Putting Together a Join Action Plan for the cities (including city exchange visits) (3) Closing Phase- seeking city wide support for implementation.

3.3       We are currently working through the ‘Development Phase’, which chiefly focuses on the problems we are trying to solve.  The overall theme that has been identified for this city-to-city cooperation is ‘Peace Process and Post Conflict Management’.  However, officers from Belfast, Cali and Medellin are undertaking ‘problem identification’ to hone in on detailed common challenges as we plan the programme.  The Commissioner for Resilience has produced a ‘Challenge Description report’, which is based on the challenges we  ...  view the full minutes text for item 4d

The Committee deferred consideration of the report to enable further consideration and information to be obtained in relation to the guiding principles.

The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The Strategic Policy and Resources Committee at its meeting on the 24th November 2017 agreed the recommendations contained in the outline business case for an enhanced and innovative approach to customer focus across the council.

1.2       A further report was presented to Strategic Policy and Resources Committee on the 16th February 2018 at which time an overview of a blueprint for Customer Focus was presented and accepted by the Committee.  It was acknowledged that this would represent a major programme of work, which would require careful planning and significant resources to deliver. For this reason, the Council subsequently agreed to adopt a three-phase approach starting with mobilisation, then discovery and ending with a design and implementation phase.

1.3       At its meeting of 18th May 2018 Committee was advised of the completion of Phase one of the Customer Focus programme which culminated in the production of the Blueprint for Customer Focus (Appendix 1) and an Outline Business Case. At this meeting Committee agreed to the commissioning of the next phase of the programme, the Discovery phase.

1.4       Deloitte were appointed to assist with this phase and the work has progressed to a stage where Elected Members will be invited, subject to agreement, to participate in a workshop to review findings and recommendations and to recommend to Strategic Policy and Resources priorities for implementation as part of an implementation plan.

1.5       Committee is reminded that Digital Services has procured external assistance to help deliver a new ICT Strategy and this work is progressing and will be aligned with the Customer Focus Discovery phase.

2.0       Recommendations

2.1       The Committee is asked to:

1.      Note progress with the Discovery phase of the Customer Focus Programme.

2.      Agree that a structured workshop is arranged from 12pm to 2pm on Thursday 4 October 2018 to provide Elected Members with an opportunity to consider the findings and recommendations from the Discovery phase. A workshop brief and agenda will be circulated in advance of the workshop.

3.      Agree that all Elected Members are invited to participate in the workshop.

4.      Consider draft guiding design principles emerging from the Discovery phase and agree that they are used to inform the priorities and plans to be considered at the workshop.

3.0       Main Report

3.1       Committee is reminded that Deloitte proposed the following deliverables from the Customer Focus ‘Discovery’ phase:

3.2       Committee is advised that operational workshops have taken place with Council staff involved in customer contact to understand the operational and organisational impacts of proposed changes. Similarly engagement with external stakeholders  ...  view the full minutes text for item 4f

The Democratic Services Manager submitted for the Committee’s consideration the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To decide if a system of electronic voting should be introduced at Council meetings.

2.0       Recommendations

2.1       The Committee is requested to;

·        Consider if it wishes to introduce a system of electronic voting in the Council Chamber.

·        As the existing system would not provide Members, the public and the Press present at the meeting with information as to how each Member voted on a matter, the Committee is recommended not to use this system as a replacement for the current procedure.

·        If the Committee is minded to introduce an electronic voting system, then a further more detailed report would be presented to Committee setting out the exact costs and a possible time scale for its introduction.  It should be noted that such costs would need to be included in the estimates for the next financial year and therefore the system would be unlikely to be installed prior to the local elections next May.

3.0       Main report

            Key Issues

3.1       The Committee, at its meeting on 18th May, considered a proposal from Councillor Corr-Johnston that:

            ‘The Council agrees to explore the feasibility of and the costs associated with electronic voting and digital display at full council meetings.  Through the mechanism of electronic voting Members would be enabled to cast their votes immediately and the results of which returned in a fraction of the time it takes to carry out a traditional recorded vote.  Results would be displayed digitally through a large screen at the top of the chamber.  A screen that could also be used to display proposals and amendments.’

3.2       The Committee agreed that a report be produced examining the possibility of introducing such a system.

3.3       The proposal which was made by Councillor Corr-Johnston referred to the introduction of such a system instead of the process currently employed when recorded votes are requested.  Currently, the Council’s Standing Orders provide that any Member can request that any vote is taken by way of a recorded vote and the request alone is sufficient for that process to be employed. In a recorded vote, the division bell is sounded for 1 minute to allow any Member not present in the Council Chamber to return for the vote.  At the expiration of the minute, the Chief Executive reads out the motion or amendment to be put to the vote.  Then each Member’s name is called out and they respond with ‘for, ‘against’ or ‘no vote’.  The votes are then counted and checked and the Chief Executive reads out the result.  The names of the Members and how they voted are subsequently recorded in the minutes of the meeting.

3.4       Typically, each recorded vote takes about 7 or 8 minutes to complete.  Over the year from June 2017 till May 2018, a recorded vote was requested on 33 occasions, averaging  3 per meeting.

3.5       In deciding whether to introduce a system  ...  view the full minutes text for item 5a

The Committee was advised that the NILGA Annual Conference would take place this year at the Armagh City Hotel on 12th October.  The Council was represented on NILGA by a number of Members across the political parties.  The normal practice was to authorise those representatives to attend the Annual Conference if they so desired.

            It was reported also that, in addition, later that evening the Northern Ireland Local Government Awards dinner would be held.  The Awards set out to showcase excellence in service delivery across the work of the Councils.  This year the Council had submitted four applications and, although the finalists had not yet been shortlisted, it would be important for the Council to be represented at the Awards dinner so that, if successful, an elected Member could accept the award.  Accordingly, it was recommended that the Committee approve the attendance of the Chairpersons and the Deputy Chairpersons of the Strategic Policy and Resources, City Growth and Regeneration Committees and the Belfast Waterfront and Ulster Hall Shareholders’ Committee (or their nominees), together with appropriate officers at the awards dinner.

            The Committee

·        approved the attendance of the Council representatives on NILGA at the Annual Conference on 12th October; and

·        deferred consideration of attendance at the Local Government Awards dinner on 12th October until the finalists had been shortlisted.

The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The Council’s Physical Programme covers projects under a range of funding streams including the Capital Programme, the Leisure Transformation Programme, LIF, BIF, the Social Outcomes Fund and the projects which the Council is delivering on behalf of other agencies. This paper provides an update for Members on the Physical Programme

2.0       Recommendations

2.1       The Committee is asked to;

            General

·        note that a tour of a number of physical projects (both completed or underway) is being scheduled for a Saturday morning in September and all Members are encouraged to take up this opportunity (see 3.2)

            Capital Programme

·        Proposed movements - agree that the Belfast Story/Destination Hub project and the Reservoir Safety Programme are moved to Stage 2 – Uncommitted

·        Project Updates – HLF City Cemetery – to note that the Council has been successfully been awarded £1.687m from HLF towards the re-development of the City Cemetery

            Leisure Transformation Programme

·        note the update in respect of Templemore and that agreement has been reached with the Templemore Users Trust (TUT) in regard to a formal usage agreement for the new facility

·        agree the recommendation, which has been endorsed by the East AWG at its meeting on 2 August, that the £70,000 annual grant which is currently paid to TUT is continued for the two year closure period on the basis that this is only used for the purposes of supporting business continuity necessitated by the closure of the centre for redevelopment (see 3.7 -3.9)

            Social Outcomes Fund (SOF)

·        note that all SOF projects are required to go through the Council’s rigorous due-diligence process in keeping with the processes in place for BIF and LIF projects (see 3.9)

·        note that three SOF projects (SOF01- James Connolly Museum; SOF03 – Assembly Buildings Conference Centre and SOF09 – Belfast Orange Hall Museum) which previously been approved in principle have been scored and have met the necessary threshold. Members re therefore asked to agree that these are progressed to due-diligence (Section 3.12 and Appendix 1)

3.0       Main report

            Key Issues

3.1       Members will be aware that the Council runs a substantial physical programme covering over 200 projects under a range of funding streams including the capital programme, BIF and LIF together with the projects that it is delivering on behalf of other agencies including the Executive Office and the Department for Communities. There are currently approx. 200 ‘live’ projects on the physical programme worth in excess of £300m which makes it not only a significant programme from a Council perspective but also one of the biggest regeneration programmes in the city.

3.2       Members previously agreed that given both the current scale of the programme and the number of new Members, that a tour of a number of physical projects (both completed and underway) across the city is scheduled for all Members. Members are asked to note that this is being scheduled for a Saturday morning in September and that all Members  ...  view the full minutes text for item 6a

Proposed Disposal of Medway Street Depot

            The Committee approved the marketing of the former Civic Amenity Site at Medway Street, with further updates to be submitted to the Committee as appropriate in relation to the disposal process.

            Proposed Disposal of Site at Ladas Drive

            The Committee approved the disposal of the 1.5 acre site at Ladas Drive to the Northern Ireland Policing Board for the consideration of £400,000.

            St. James Community Forum – LIF Project

            The Committee granted approval for the Council to act as the sponsor body for St. James Community Forum in its proposed acquisition of land at St. Katherine’s Road/Rodney Parade, Belfast.

The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       This report presents the Quarter 1 financial position for the Council including a forecast of the year end outturn. It includes a reporting pack which contains a summary of the financial indicators and an executive summary (Appendix 1). It also provides a more detailed explanation of each of the relevant indicators and the forecast outturn for the year.

1.2       The Departmental year end forecast is a net year end under spend of £1,007k which represents a variance of 0.7% of the annual net expenditure budget. The District Rate forecast by Land and Property Services (LPS) is a clawback of £622k, meaning that the forecast net underspend for the Council is £385k. It should be noted that this forecast is provided at a very early stage in the financial year and Council Officers will be working with LPS to scrutinise the rate forecast before an updated position is presented to Committee at Quarter 2.     

2.0       Recommendations

2.1       Members are asked to note the report and, given that the forecast outturn is based at an early stage in the financial year, agree that no in year budget reallocations should be considered until the Quarter 2 position is presented to the Committee in November 2018.

3.0       Main report

            Current and Forecast Financial Position 2018/19

3.1       The financial position for Quarter 1 is a net departmental under-spend of £1,282k (3.4%). The forecast year-end departmental position is an under-spend of £1,007k (0.7%), which is well within the acceptable variance limit of 3%.

3.2       The departmental underspend arises mainly from below budget employee and supplies expenditure. This has helped offset budgetary pressures including Vehicle Maintenance and Belfast Zoo.

            Rates Finalisation

3.3       The Quarter 1 forecast from LPS is a clawback of £622k. This includes an estimates rates clawback of £500k and de-rating grant clawback of £122k. The clawback mainly arises from movements in the non-domestic rate base such as the former BHS store being removed from the Valuation List during development phase.

            Capital Projects

3.4       Planned capital expenditure for 2018/19 approved as part of the capital programme is £51.16m with forecast expenditure for the year of £48.17m.

3.5       The Summary Dashboard on Page 2 of the attached performance report summarises forecast expenditure on other capital programme including Non-Recurring Projects (£1,336k), Feasibility Fund (£250k) and projects in the new boundary areas (£414k). 

3.6       Committed expenditure approved by the Committee on Belfast Investment Fund projects is £19.4m, with a further £4.96m committed on LIF 1 projects and £3.92m on LIF 2 projects. 

            Capital Financing

3.7       The summary dashboard has also been updated to provide analysis of the annual capital financing budget. Actual capital financing expenditure is forecast to be on budget by the year end.

            Forecast Reserves Position

3.8       The balance of general reserves is forecast to increase from £13.67m to £14.06m at the year end. This increase is based on the forecast departmental underspend less the forecast LPS clawback. An updated  ...  view the full minutes text for item 7a

The Committee:

·        approved the public advertisement and acceptance of tenders as listed in Appendix 1, Table 1through the Council’s electronic procurement system.

·        granted delegated authority to the appropriate Director using pre-agreed criteria to award the most economically advantageous tender.

·        allowed month by month extensions where contracts were under review asoutlined in Appendix 1, Table 2

·        agree to accede to Standing Order 55(a) exceptions in relation to contracts by direction of the Council acting on recommendations of a Chief Officer that the exception is justified in special circumstances for the contracts laid out in Appendix 1, Table 3.

·        noted the contract awarded by Arc21 as per Appendix 1, Table 4.

Appendix 1 - Schedule of tenders for consideration

Table 1 – New tenders

Table 2 – Contracts for extension of contract period

Table 3 - Direct Award Contracts (Single Tender Action)

Table 4 – Tenders awarded by Arc21 on behalf of the Council

The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 6th August and agreed to the following:

            Review of Shared City Partnership

            To endorse the appointment of those representatives from the community and voluntary sector who had been selected to serve on the Shared City Partnership

            50th Anniversary of the Civil Rights Movement

            To approve the allocation of financial provision of up to £7,800 from existing funds towards the programme costs to mark the 50th Anniversary of the Civil Rights Movement and to note that the remaining £1,000 would be allocated from the existing Good Relations budget.

            Community Led Cross Interface Event at

            Townsend Street for International Day of Peace

            To authorise funding of up to £4,000 for the delivery of a community-led cross interface event on Townsend Street.

            Update on District Council Good Relations

            Programme Interfaces Expression of Interest 2018/19

            To grant authority to the Strategic Director of Neighbourhood and City Services to approve successful applications to the programme under delegated authority.

            District Council Good Relations Action Plan

            2018/19 – Request for Reallocation

            To approve the reallocation of £37,000 from the Good Relations approach to Hate Crime (£15,000) and the Hate Crime Awareness (Holocaust Project) £22,000) to Tranche 2 of the Good Relations Small Grants Programme.

The Committee was reminded that, at its meeting on 18th May, it had agreed to host the Shrouds of the Somme exhibition at the City Hall from Thursday, 23rd August till Sunday, 16th September, 2018.

            The Committee was reminded that the Shrouds of the Somme was an extraordinarily powerful piece of commemorative art, which marked the centenary of the end of the First World War in 2018.

            The Committee was reminded further that the artist, Rob Head, had created over 72,000 hand crafted shrouded figures to represent men from across the Commonwealth who had died at the Battle of the Somme but had no known grave and whose names appeared on the Thiepval memorial.  In November, those figures would be laid out in the Queen Elizabeth Olympic Park in London to commemorate the centenary of Armistice Day.  In advance of that, an element of the overall exhibition would come to Belfast and be hosted in the City Hal grounds.

            For the exhibition in Belfast, the Commonwealth War Graves Commission, working with Shrouds of the Somme, had now identified 3,775 names, representing those from the Ulster and Irish Regiments, or from Belfast, who had died in the Battle of the Somme and had no known grave.  Each of those 3,775 men would be represented by a shrouded figure, laid out in the Garden of Remembrance.  Each man’s name, regiment and rank, along with any military honour would be listed on an interpretative panel, which would sit alongside the main installation.  The official opening event, which would be hosted by the Lord Mayor, had been planned for Thursday, 23rd August from 11.00 am till 12.00 noon in the Reception Room, City Hall.  The exhibition would then run until Sunday 16th September, with free access during normal City Hall grounds opening hours (7 am till 9 pm each day).  There would be a 24 hour security presence at the exhibition throughout its duration.

            The Committee noted the information which had been provided.

The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To advise members of a request to participate in an international Shared Societies Project involving four other countries which starts in October 2018.

2.0       Recommendations

2.1       Members are asked to consider and agree the following:

·        That Belfast City Council agrees to participate in the first event in October 2018 to explore how the project is developing.

·        That a report on the project after the event would be brought back to the Council through the Shared City Partnership for further consideration

·        Given the nature of the project, The Chair and Vice Chair of the Shared City Partnership would be the most suitable members to attend along with the Director of CNS or his nominee.

·        Given the challenging time commitment from 2-9th October, if required Officers will investigate the options for timing which will yield the most benefit to Council.

3.0       Main report

3.1       The Council has received a request for up to three participants to be part of an international shared societies project.

3.2       The project which is envisaged as a five year programme aims to bring together five countries to work collectively to create a deeper understanding of the idea of a shared society. It will bring together theorists from universities and practitioners who have to contend with real life cultural contestation on a day to day basis.

3.3       It has been designed as a shared learning experience and has secured funding for the first year from the German Peace Academy. Funding is being sought for the following years from EU Horizon 2020 project and other funding bodies. The countries involved are Belgium, Germany, Bosnia-Herzegovina and Israel/Palestine.

3.4       Participants from Northern Ireland

            The academics who were contacted about the project thought that BCC as a practitioner organisation would have much to share from our experience of creating a shared city ethos. The academics who will be attending are

            Gráinne Kelly, a Ulster University lecturer in Peace and Conflict Studies at INCORE, (International Conflict Research Institute).

            Paul Nolan, an independent researcher who produced the first three Northern Ireland Peace Monitoring Reports for the Community Relations Council.

            Professor Mari Fitzduff is from Brandeis University, Boston.   Mari is an international conflict resolution specialist who was previously the first director of the NI Community Relations Council, and the first director of INCORE.

            Clem McCartney is Policy and Content Co-ordinator, Shared Societies Project, Club de Madrid, has been asked to participate in that capacity.

3.5       Content

            This is not a conference per se but rather participants will be expected to deliver presentations, talk knowledgeably about the Council’s work in relation to a shared city, methodologies, current thinking  and participate in discussions. Each country will describe its experiences, exploring both the achievements and the frustrations, and engage in discussions with the other partners. An annual report will be compiled distilling the learning from the sessions.

3.6       This will be a residential experience and the first stage will be at Givat  ...  view the full minutes text for item 8c

The Committee noted the update for the arrangements for the Local Investment Fund Recognition Ceremony and that the event would take place on the evening on Thursday, 25th October in the City Hall.

The Strategic Director of City and Neighbourhood Services submitted for the Committee’s consideration the following report:

“1.0      Purpose of Report or Summary of Main Issues

1.1         The purpose of this report is to:

·        Provide an update in relation to the forthcoming World Health Organisation (WHO) International Healthy Cities Conference being hosted in Belfast Waterfront from 1-4 October 2018 and the WHO Healthy Cities Phase VII programme which is due to commence in January 2019.

·        Consider an informal request, for the Strategic Policy and Resources Committee Chair and Deputy (or nominees) to attend the conference and potentially participate as chair and / or discussant in relation to the learning through practice sessions and strategic workshops.

·        Note that an informal request has been presented to the People and Communities Committee Chair and Deputy (or nominees) to attend the conference and potentially participate as chair and / or discussant in relation to the learning through practice sessions and strategic workshops.

·        Consider a request to approve the Expression of Interest as part of the process to re-designate Belfast as a WHO Healthy City and participate in Phase VII of the WHO European Healthy Cities Network.

·        Consider a formal request for the Lord Mayor (or nominee) to attend the 68^th session of the WHO Europe Regional Committee, which is being held in Rome, Italy from 17 to 20 September 2018. 

·        Consider a formal request for the Lord Mayor (or nominee) to attend the WHO European Healthy Cities Summit of Mayors which will be held in Almaty, Kazakhstan on 23 and 24 October 2018.

·        Note that Christine Robinson, Strategy Policy and Partnerships Manager has been appointed, to represent Council, as a Member of the Board of Belfast Healthy Cities.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the contents of the report.

·        Agree that the Strategic Policy and Resources Committee Chair and Deputy (or their nominees) attend the conference and potentially participate as chair and / or discussant in relation to the learning through practice sessions and strategic workshops.

·        Approve completion of the Expression of Interest and submit it as part of the application process to re-designate Belfast as a WHO Healthy City and participate in Phase VII of the WHO European Healthy Cities Network.

·        Agree that the Lord Mayor (or nominee) attend the 68^th session of the WHO Europe Regional Committee, which is being held in Rome, Italy from 17 to 20 September 2018. 

·        Agree that the Lord Mayor (or nominee) attend the WHO European Healthy Cities Summit of Mayors which will be held in Almaty, Kazakhstan on 23 and 24 October 2018.

3.0       Main Report

            Key Issues

            WHO International Healthy Cities

            Conference 1-4 October 2018

3.1       In 2018, the WHO European Healthy Cities Network, celebrates its 30th year as a network and global movement. The highlight of the celebrations will be the conference, which is being hosted in Belfast Waterfront from 1st to 4th October.  

3.2       As well as celebrating 30 years of Healthy Cities as a network and a global  ...  view the full minutes text for item 9b

The Committee approved and adopted the minutes of the Budget and Transformation Panel of 9th August.

The Committee approved the recommendations made in respect of applications received up to 7th August 2018 as set out in the following appendix, subject to the room charge for the Belfast Health and Social Care Trust event on 7th October being waived:

The Committee was advised that correspondence had been received from the ABF The Soldiers’ Charity concerning a “Ladies’ Lunch” event which would take place on 11th September.  The lunch was designed to give local women an opportunity to meet with serving soldiers in informal surroundings and to hear their experiences both on operation and in barracks.  The Council had previously supported events organised by the charity, namely the Centenary of the Battle of the Somme Event in 2016 and the Ulster at War event in 2017.  The cost of attendance was £20 per person and this expenditure could be met from within existing budgets.

            The Committee agreed to accede to the request and authorised the attendance of the Chairperson and the Deputy Chairperson, together with one Member from each of the six main political parties represented on the Council not already covered by the Chairperson and the Deputy Chairperson.

The Committee noted the minutes of the meeting of the Active Belfast Limited Board of 6th August.

            The Committee approved and adopted the minutes of the meeting of the North Foreshore Members’ Steering Group of 13th August.

            (Prior to the aforementioned item being discussed, Alderman Rodgers made a statement to the Committee and then left the meeting.)

The Deputy Chairperson, Councillor Campbell, in the Chair.

            In accordance with notice on the agenda, Councillor Long raised the issue of passing a vote of no confidence in the Chairperson.

            After a lengthy discussion, it was

            Moved by Councillor Long,

            Seconded by Councillor McAllister,

         That the Committee agrees to pass a vote of no confidence in the Chairperson on the basis of his handling of issues to do with bonfires situated in East Belfast in the run up to and in the aftermath of 11th July.

            On a recorded vote seven Members voted for the motion and four against and it was declared carried.