Agenda and minutes

            No apologies were reported.

            The minutes of the meetings of 22nd and 29th November 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 December, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee and subject also to the amendment of the minute of the meeting of 22nd November, under the heading ‘Heritage Assets Update’, to reflect the addition of the gate lodge at the Falls Park within those sites identified for consideration within the expression of interest process.

            The Committee noted also that, at the meeting of 29th November, the Chief Executive had reported the appointment of Keith Harper as Director of Economic Development.

            Councillors Groogan, R-M Donnelly and Duffy declared an interest in item 7(b) Minutes of the Shared City Partnership in so far as it related to PEACEPLUS in that they worked for organisations which had applied for funding.  As the item did not become the subject of debate they were not required to leave the meeting.

            The information contained in the reports associated with the following four 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 item as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Schedule 6 of the Local Government Act (Northern Ireland) 2014.

            The Members were also reminded that the content of ‘restricted’ reports and any discussion which took place during closed session must be treated as ‘confidential information’ and that no such information should be disclosed to the public as per Paragraph 4.15 of the Code of Conduct.  

The Committee:

·        Agreed to defer consideration of the report until January;

·        Noted that it had previously agreed to the holding of additional special meetings, if required, to consider the rate-setting process, on dates to be determined in consultation with the Chairperson; and

·        Agreed to the holding of a special Council meeting, if required, to strike the rate.

            The Committee considered a report which provided an update on the independent evaluation of the Summer Community Diversionary Festival Programme (SCDFP) and which requested the Committee to consider the delivery of future programmes.

            The SCDFP evaluation report presented 3 options for members consideration on the purpose of the future delivery of the SCDFP:

a.      Summer Programme supporting any organisation that wants to develop diversionary activities and/or celebrate culture throughout July and August; or

b.      Summer Programme that supports groups to develop diversionary activities and/or programmes that celebrate culture around the 11th, 12th July and 8th August (with a 7-day window in and around dates to run activities); or

c.      Summer Programme that supports groups to develop diversionary activities and/or programmes that celebrate culture around the 11th, 12th July and 8th August (however they can run activities throughout July until 8th August with the emphasis still on those dates).

            In addition, the Committee was asked to give consideration to the future name of the programme:

                       i.     Summer Community Diversionary Festival Programme (No change); or

                     ii.     Summer Community Diversionary and Festival Programme; or

                    iii.     Summer Community Diversionary Programme.

Proposal

            Moved by Councillor Beattie,

            Seconded by Councillor R-M Donnelly,

            That, in relation to the future delivery, the Committee agrees to adopt option B.

            On a vote, eight Members voted for the proposal and twelve against and it was declared lost.

Further Proposal

            Moved by Councillor Long,

            Seconded by Councillor Nelson,

      That the Committee agrees the future delivery be a Summer Programme that supports groups to develop diversionary activities and/or programmes that celebrate culture around the 11th, 12th July and 8th August, with a 14-day window before and a 7-day after those dates to deliver activities.

            On a vote, twelve Members voted for the proposal and eight against and it was declared carried.

            Accordingly the Committee agreed that:

                                I.     the name of the programme be changed to the Summer Community Diversionary Programme;

                              II.     the future delivery be a Summer Programme that supports groups to develop diversionary activities and/or programmes that celebrate culture around the 11th, 12th July and 8th August, with a 14-day window before and a 7-day after those dates to delivery activities; and

                             III.     The definition of ‘community diversionary activity’:

·        The Summer Community diversionary programme provides support for the delivery of community-based diversionary and festivals programmes. All funded activity will make a significant contribution to the reduction of anti-social behaviour linked to key areas, bonfires and dates over the summer period specifically 11th July and 8th August.

                            IV.     the criteria for the application process include:

·        how the proposal will be diversionary around the two contentious periods of the summer.

·        How the proposed diversionary activity will reduce summer community tension and ASB.

·        How the proposal will reduce anti-social behaviour or reduce community tension in the areas where the proposal is being delivered.  

·        How the project will promote positive cultural expression by increasing participants sense of community belonging and celebrating cultural diversity.

·        Providing evidence of project planning and management arrangements for the proposal including  ...  view the full minutes text for item 2b

            The Committee acceded to the request from ICC Belfast to provide financial support towards the costs associated with hosting the World Irish Dancing Championships in 2026.

            The Committee:

i)       2 Royal Avenue – ‘The Knotted Gun’ Sculpture Relocation

-        Noted the re-location of ‘The Knotted Gun’ sculpture from Belfast City Council lands at Girdwood Community Hub to Council lands at 2 Royal Avenue.

ii)     Fullerton Park Pavilion – Licence Agreement

-        Approved a licence agreement with the Dunmurry Community Association for use of the Fullerton Park Pavilion.

iii)    Ballygomartin Road Site - Acquisition of land at Springfield Heights

-        Approved the acquisition of land at Springfield Heights from the Crown Estate.

iv)    North Foreshore – Lease and related agreements to Dargan Road Biogas Ltd or related company

-        Noted that, in line with the Committee’s decision of August 2018, detailed terms for a lease and related legal agreements had been agreed with Dargan Road Biogas Ltd or related Energia Group company, for the development and operation of an Anaerobic Digestion facility on a site of approximately 10.79 acres and approved the extended site size and lease term of 25 years with any other terms  to be agreed by the Estates Manager and the City Solicitor.

            The City Solicitor/Director of Legal and Civic Services submitted for the Committees consideration the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to update Committee on the progress of all Notices of Motion and Issues Raised in Advance for which SP&R Committee is responsible for.

2.0       Recommendations

2.1       It is recommended that the Committee:

·        Note the updates to all Notices of Motion and Issues Raised in Advance that SP&R Committee is responsible for and

·        Agree to the closure of Notice of Motion and Issues Raised in Advance 25, 171, 195, 225, 257, 280, 283, 300, 325, 331, 341, 359, 386 and 400 as referenced in Appendix 1 and paragraph 3.4 below.

3.0       Main report

            Background

3.1       At SP&R Committee on 25th October 2019, the following Notice of Motion was agreed:

            ‘That this Council notes that other Councils produce a monthly status report in relation to Notices of Motion; and agrees Belfast City Council adopts a similar practice and produces a monthly Notice of Motion Update which will be brought to each full Council Meeting, detailing the following:

1.      Date received

2.      Notice of motion title

3.      Submitted by which Councillor

4.      Council meeting date

5.      Committee motion is referred to

6.      Outcome of committee where Notice of Motion will be debated

7.      Month it will be reported back to committee

8.      Other action to be taken.’

3.2       Following a review exercise, a new database containing all Notices of Motion and Issues Raised in Advance at Committee was created and quarterly reporting to Committee commenced in March 2021.  Appendix 1 is the latest quarterly update showing all active Notices of Motion and Issues Raised in Advance which SP&R Committee is responsible for.

            Closure of Notices of Motion and Issues Raised in Advance

3.3       At SP&R Committee on 20th November 2020, it was agreed that Notices of Motion could be closed for one of two reasons:

·        Notices of Motion which contained an action(s) that has been completed; and

·        Notices of Motion have become Council policy.

3.4       SP&R Committee are asked to agree that the following Notice of Motions and Issues Raised in Advance are now closed:

            Category 1 Recommended Closure:

·        City Cemetery Bi-Lingual Signage (257) -This Issue Raised in Advance called for dual language signage to be installed at the City Cemetery and interim measures to be adopted to facilitate this for the opening. Dual language signage on the visitor centre is now complete and external dual language signs have been installed across the cemetery grounds. Therefore it is recommended that this Issue Raised in Advance is now closed.

·        Levelling Up Fund (300) – This Issue Raised in Advance called for a report to be submitted outlining the lessons learned from the unsuccessful bid to secure levelling up funding during Round 2. Since the announcement of Levelling Up Fund Round 3 and the fact that this did not apply to Northern Ireland, Ministers opted  ...  view the full minutes text for item 3a

            The Committee was reminded that the Council, at is meeting on 4th November, had agreed to adopt a motion on Special Educational Needs – Legal Protection for Young People in NI.

            Accordingly, Democratic Services had wrote to the Ministers for Communities, Education and Health, and responses have been received which confirmed the Ministers’ support for legislative change.

            The Committee noted receipt of the correspondence as set out in the report and agreed to close the Notice of Motion.

            The Members were informed that the Standards and Business Committee, at its meeting on 21st November, had considered the following motion which had been received for submission to the Council on 2nd December:

“In light of the DENI ‘RAISE’ programme in response to the ‘Fair Start’ report, the Council resolves to:

1.      Support the RAISE programme and align it with the Belfast Agenda.

2.      Establish a cross-party committee to monitor progress and ensure community engagement.

3.      Commit to continuous improvement in addressing educational inequalities, including writing to the Education Minister to seek confirmation that his department will proactively respond to feedback about the targeting of the programme and ensure it reaches the communities most in need.

This motion aims to ensure coordinated, effective, and inclusive efforts to reduce educational inequalities in Belfast.”

            The motion had been proposed by Councillor Bell and seconded by Councillor Long.

            The Committee was advised that the Belfast Strategic Partnership (BSP) was previously a partnership between Belfast City Council, the PHA and Belfast Trust.  It had been superseded by the establishment of the Community Planning Partnership.

            One of the working groups of the BSP was the Lifelong Learning Group.  They had established a Lifelong Learning Charter and undertook a range of community-based learning activities – including the Festival of Learning.  While the BSP no longer exists, that Lifelong Learning Group continues to meet – and the main focus of their activities remains the annual festival of learning, scheduled to take place in April next year.  This was usually a week-long programme of events to promote learning opportunities across the board.  It did not have a specific focus on any type of learning or any target group.  Membership of the group involved Belfast City Council, UU, QUB, Forum for Adult Learning, BMC and a number of community-based learning partners. The work on the Learning City group was coordinated through our Community Planning team which brings updates to the Strategic Policy and Resources Committee on the work.  The Motion was therefore referred to this Committee.

            The Committee noted that the Motion had been received and agreed that a subsequent report be brought to the Committee outlining a detailed consideration of the Motion and the potential costs implications.

            The Members were informed that the Standards and Business Committee, at its meeting on 21st November, had considered the following motion which had been received for submission to the Council on 2nd December:

“That this Council recognises the unique skills that are held by Armed Forces service leavers; recognises that many veterans can face disadvantages compared to the general population, arising from military life, when accessing services and as such, this Council commits to signing up to the Armed Forces Covenant immediately.”

            The motion had been proposed by Alderman Lawlor and seconded by Alderman McCullough.

            The Committee noted that, in accordance with Standing Order 13(i), Notices of Motion which commit the Council to expenditure must be referred to the appropriate Committee for consideration and report and was, therefore, before the Committee as it was responsible for Policy and Human Resources matters.

Proposal

            Moved by Councillor Garrett,

            Seconded by Councillor Whyte,

      The Committee agrees to reject the motion and that no further action be undertaken.

            On a vote, ten Members voted for the proposal and eight against, with one no vote and it was declared carried.

The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       This report is to provide an update to Committee on the progress of the Belfast Region City Deal (BRCD).

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the progress on project development and delivery across the pillars of investment.

·        Note the update in respect of programme communication and the BRCD Council Panel

3.0       Main report

3.1       It is almost three years on from the signing of the Belfast Region City Deal, formally signed on 15 December 2021 at the ICC Belfast, the programme of investment is now delivering results, creating more and better jobs, leveraging further private sector investment and developing inclusive growth and social value. 

3.2       With one project already operational, four in construction/fit-out stage, eight projects at design phase, four with planning approvals, and three skills assessments completed the programme of investment is firmly in delivery phase.

3.3       There are now also a total of 15 Outline Business Cases (OBC’s) approved with a combined approximate project value of £670m and 12 Contracts for Funding signed for projects. representing significant momentum since deal signing for the programme of investment.

3.4       Key highlights on progress across the pillars of investment since the last update in August include:

·        iREACH Health has submitted and had its Full Business Case approved, ahead of on site construction work now commencing.  The project has also secured key private sector partnerships with Celerion and Exploristics through tenancy agreement to expand clinical trials, boosting Belfast’s role in cutting-edge clinical research and enhancing local healthcare innovation.  It has also signed a lease agreement with the Belfast Health & Social Care Trust.  The project received a green rating following its Gateway Review 3 at Investment Decision stage.

·        In relation to Momentum One Zero, the planning application was formally approved in November. The centre will transform the digital innovation activity taking place in our region, focusing on key sectors such as cyber security and artificial intelligence. The project has also recently received £6.25m from UK Research and Innovation UKRI to transform supply chains to support resilient and reliable supply chains supporting food stability.

·        Construction work continues apace at the Advanced Manufacturing Innovation Centre (AMIC) at Global Point Park.  At Studio Ulster, specialist virtual production equipment worth almost £20m and funded by City Deal, has been delivered and is being installed at its location in north Belfast.  The Contract for Funding is being agreed for the Centre for Digital Healthcare Technology and detailed design continues to progress well.

·        The Digital Twin Centre project led by Digital Catapult has leveraged £15m of additional Innovate UK funding and almost £10m of further private sector investment. Rental accommodation within Belfast has also been secured, with occupancy being taken up early in 2025 and a significant recruitment drive is underway.

·        An Outline Business Case is being commenced for an SBRI Programme valuing c.£5m – with a focus on addressing key challenges across the Belfast Region including net zero.  The  ...  view the full minutes text for item 4a

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

“1.0      Purpose of Report/Summary of Main Issues

1.1       To present a draft response to the Department for Economy consultation regarding support for low carbon heating in residential buildings.

2.0       Recommendation

2.1       Members are asked to note the proposals set out in the consultation document and to approve the draft council response as attached at appendix 1. Subject to approval by Council, the response will be submitted to DFE via their online consultation platform.  

3.0       Main Report

            Background

3.1       In December 2021, the Northern Ireland Executive published a ten year Energy Strategy, setting out a pathway to 2030 that would mobilise the skills, technologies and behavioural change needed to achieve net zero carbon and affordable energy by 2050. This was followed in June 2022 by the Climate Change Act (Northern Ireland) which set a legislative target of at least 100% reduction in net zero greenhouse gas (GHG) emissions by 2050.

3.2       Energy accounts for almost 60% of greenhouse gas emissions in Northern Ireland however, despite around half of electricity being produced from renewable sources, through importing fossil fuels, the region continues to be susceptible to price volatility in its energy bills through the links to global wholesale commodity markets. The Energy Strategy aims to reduce reliance on fossil fuels, helping Northern Ireland to become more self-sufficient, utilising locally produced renewable energy to strengthen energy security. A key objective of the Energy Strategy is to ‘replace high carbon heating sources with lower and zero carbon sources in households’.

            This consultation seeks views on a new domestic low carbon heat support scheme, to help inform and improve heat policy in this area. It will also serve as a method to gauge public awareness in relation to low carbon heating, together with assessing public interest, including the local renewable heating industry, for a future support mechanism.

3.3       Draft Council Response

            Overall, many of the proposals outlined are welcomed, recognising this new grant scheme as an important step toward advancing low-carbon heating in Northern Ireland. However, within the draft consultation response, we’ve made a number of recommendations that in summary focus on:

·        Stronger alignment of funding support where possible with the pathways and measures recommended in the Belfast LAEP, specifically retrofit (via a fabric first approach), district heating and the transition of homes currently heated by oil to low carbon heating (including hybrid systems as well as ASHP) as the most affordable near-term interventions to achieve net zero by 2050.

·        The need for careful coordination with any plans to support and incentivise district heating in urban areas like Belfast referencing that if the heat zoning approach currently being trialled in England were adopted in NI, a situation could arise whereby grants are provided to households to install ASHP in areas that are subsequently included in a heat zone. This could be a wasteful use of public resources.

·        Increased recognition of a fabric first approach to low carbon domestic retrofit as  ...  view the full minutes text for item 4b

            The Committee was reminded that a motion which had been proposed by former Councillor Ross McMullan calling for the introduction of a Changing Places Toilet Policy for Belfast City Council had been referred to the Committee on 1st September 2021. The Committee had adopted the motion and agreed that a report be brought to a subsequent meeting providing details on how it would be facilitated, resourced and managed.

            An update report was brought to the Disability Working Group on 10th October 2023, which endorsed the draft Policy and recommended that it be brought back to the Committee for approval. The Committee had, on 24th November 2023, approved the draft Changing Places Toilet Policy for public consultation. The public consultation began on 29th January 2024 and ended on 22nd April 2024.

            The final draft Changing Places Toilet Policy was reviewed by the internal CPT Officer Working Group on 29th August 2024, by CMT on 25th September 2024 and by the Disability WG on 11th December 2024.

            90 people responded to the Public Consultation and the findings were:

·        75.4% of the respondents agreed with the draft Changing Places Toilet Policy, with a smaller percentage (17.9%) disagreeing.

·        66% of the respondents used the Parks at least once week.

·        39.7% of the respondents have a disability.

·        57.5% of the respondents were carers/dependents.

            Two written responses were received which indicated that the wording of the draft policy was not acceptable, for example, the Council should be committed, and not to strive to do and that a commitment to a rolling programme of addressing the CPT deficit and toilet needs identified.

            Two main recommended amendments have been made to the final draft Policy. The final draft Policy now states that ‘the Council will commit to’, instead of ‘the Council will strive to’ provide as required a Changing Places facility in every large building.  Also, the Council will make it a commitment for large events being organised by external organisers/promoters to provide CPT facilities. The Council will also make an effort to include Changing Places facilities or to make toilet provision more accessible when extending or extensively refurbishing an existing Council-owned building when it is reasonable to do so.

            The Members were advised that the Council had received several requests recently in relation to improving physical access within Council owned toilets, including requests from a number of campaigns in relation to Stoma Friendly toilets and also correspondence from the Crohn’s and Colitis UK campaign “Not Every Disability Is Visible”.  These campaigns has each requested the introduction of disposable facilities with accompanying signage/posters promoting the various causes. 

            It was proposed that, in response to such requests, officers advise that one of the first steps in the implementation of the CPT policy would be an audit of all accessible toilet provision across the Council estate.  The purpose of this review would be to help identify any gaps and to quantify the level of resources which would be required to upgrade toilets and increase accessibility in order to make the  ...  view the full minutes text for item 4c

The Committee considered the following report:

“1.0      Purpose of Report

1.1       To present Committee with the 2025-2028 Corporate Plan (Appendix 1) and seek approval for it to be published for public consultation early in the new year.

2.0       Recommendations

2.1       The Committee is asked to:

i.       consider and agree the draft Corporate Plan (2023-28) as attached at Appendix 1;

ii.      agree that the draft Corporate Plan, subject to minor edits based on Members feedback, be published in January 2025 for public consultation;

iii.    note that a draft annual Corporate Delivery Plan (2025-26) will be submitted for the consideration of Members in January / February 2025.

3.0       Key Issues

3.1       Members will be aware of the challenging environment within which the Council currently operates.  The escalating fiscal strain, fuelled by rising prices, a cost-of-living crisis and economic challenges are having significant adverse impacts on individuals, families and services across the city and widening inequalities.

3.2       It is never as important for the Council to ensure it pivots to meet the challenges and opportunities which emerge over the coming months and years. The process through which the new three-year corporate plan is co-designed with elected members is essential and how this connects with and helps inform the Council’s resource planning cycles (budgets, people, capital and assets) and the development of a Medium-Term Financial Plan. 

3.3       Members will be aware of the discussions which has taken place since the election of the new Council through Standing Committees, Party Groups Leader meetings and all Member workshops in relation to key areas of the corporate plan and proposed priorities for future investment focus to help shape the emerging new Corporate Plan.

            Corporate Plan 2025-2028

3.4       Members will be aware of the importance of the corporate plan as a key governance document, cited in the council’s constitution as the means by which the Strategic Policy & Resources Committee sets the strategic direction of the council. It sets out what the council wants to achieve for the city and the key priority actions to make this happen.  These priorities are then used as the basis for informing any emerging medium-term financial plan.

3.5       A copy of the proposed draft Corporate Plan (2025-2028) is attached at Appendix 1 for Members consideration and feedback. Members will note that the themes are largely aligned with the themes emerging from the recently published Belfast Agenda as well as the additional focus on ‘our services’ and ‘our organisation’.

3.6       Subject to Committee consideration and Full Council approval, it is proposed that the draft corporate plan be published in January 2025 for public consultation.

            Corporate Delivery Plan 2025-2026

3.7       Members will appreciate the scale of work which continues to be delivered by Council and the impact of this within communities across the city. The intention is to bring forward the detailed delivery plan for the 2025-26 period for the consideration of the Committee, in early 2025, which will be aligned with the budget setting process.

3.8       Financial and Resource Implications

            There are no immediate  ...  view the full minutes text for item 4d

The Committee considered the undernoted report:

“1.0      Purpose of Report

1.1       To present a draft response to the DAERA consultation regarding the establishment of a Just Transition Commission for Northern Ireland.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the proposals set out in the consultation document and to approve the draft council response as attached at appendix 1. Subject to approval by Council, the response will be submitted to DAERA via their online consultation platform.  

3.0       Key Issues

            Background

3.1       The Climate Change Act (Northern Ireland) 2022 (the Act) sets out a framework for tackling climate change and reducing emissions in Northern Ireland. It places requirements on government departments relating to delivering just transition objectives and includes a requirement for the establishment of a Just Transition Commission (Commission). The Act states the functions of the Commission will include overseeing the implementation of the just transition elements of the Act and providing advice to departments on how to ensure their emissions reduction policies and Climate Action Plans (CAP) comply with the just transition principle. DAERA is responsible for establishing the Commission.

3.2       The just transition principle aims to promote fairness during the transition to a low-emissions economy and to ensure support is provided to those who are most affected by climate change. Often this will be the individuals or groups who have done the least to cause it, and yet who may be the least equipped to adapt to its effects. High-level objectives include taking action to reduce emissions in a manner which helps to support environmentally sustainable jobs, low-carbon investment, and infrastructure.

3.3       Ensuring that Northern Ireland reaches its net zero goal in a way that is fair, sustainable and balanced is a priority for the NI Executive and the establishment of the Commission is an essential element in supporting the delivery of that ambition. The consultation is not about the merits or otherwise of the Commission, but rather the proposed Regulations (the legislation) that will set out the type of public body the Commission should be. DAERA is therefore seeking feedback on issues such as composition, membership, role and legislated functions, reporting arrangements, secretariat and support required. DAERA is also seeking initial suggestions for what the Commission should focus on.

            Draft Council Response

3.4       Overall, the establishment of the Commission is to be welcomed. DAERA is proposing to base the structure of the Commission around the Scottish model, which provides a good practice framework. However, within the draft consultation response, we’ve made various recommendations that in summary focus on:

·        Increased recognition of the role of local government and its participation in the framework.

·        Suggested enhancements to the membership, including amendments to the Climate Change (Just Transition Commission) Regulations (Northern Ireland) 2024 so that local government is a named sector within the Schedule.

·        The importance of meaningful collaboration and civic engagement an ensuring participation by key stakeholders including civic society, business and economy and the education and skills sectors.     

3.5       As part of our response, we recommended that  ...  view the full minutes text for item 4e

            The Committee noted the contents of a report which provided an update on major planning applications and applications which had been determined by the Planning Committee.

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

“1.0      Purpose of Report or Summary of Main Issues

1.1       The Council’s Physical Programme currently includes over 200 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. The Council’s Capital Programme forms part of the Physical Programme and is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report includes a review of recently completed and underway physical projects including Sporting Pitches Investment, along with requests for approvals relating to the Capital Programme and an update on external capital funding via the PeacePLUS Programme.

2.0       Recommendations

2.1       The Committee is asked to:

·        Physical Programme Half Year Update - Note the overall update on projects that have been completed recently and projects currently under construction at 3.1 to 3.5 below and in Appendix 1; and that the Property & Projects Department is happy to arrange a site visit to any projects that have been completed or are underway.

·        Sporting Pitches Investment Update - Note the update on the Sporting Pitches Investment via City & Neighbourhoods Services Department including work to investigate securing community access to sporting facilities owned by other key partners; progress in anticipation of future potential funding opportunities; and progress on work to increase pitch provision across the city.

·        Capital Programme Stage Movements:

o   IT Programme – In-Cab Technology and Routing System – Note that a satisfactory tender return has been received and that the Director of Finance has confirmed that this project is within the affordability limits of the Council and agree that a maximum of £653,000 be allocated.

o   Innovation Factory Access Control System - Agree that ‘Innovation Factory Access Control’ is moved to Stage 3 – Committed; note that a satisfactory tender return has been received, that the Director of Finance has confirmed that this project is within the affordability limits of the Council and agree that a maximum of £100,000 be allocated.

o   Floral Hall Health & Safety Works - Agree that ‘Floral Hall Health & Safety Works’ is moved immediately to Stage 3 – Committed due to the condition of the building; note that a satisfactory tender return has been received, that the Director of Finance has confirmed that this phase of the project is within the affordability limits of the Council and agree that a maximum of £750,000 be allocated for the immediate works

o   Belfast Zoo Health and Safety Works - Agree that ‘Belfast Zoo Health & Safety Works’ is added to the Capital Programme at Stage 1 – Emerging as a programme of health and safety works and that any necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver;

o   35-39 Royal Ave Health & Safety Works - Agree that  ...  view the full minutes text for item 5a

            The Committee approved and adopted the minutes of the meeting of North Area Working Group of 26 November and agreed:

·        to the reallocation of £15,000 LIF funding, that officers would engage with Ardoyne Youth Club and Benview Community Centre to scope out project proposals and provide an update to a future meeting of the Working Group; and

·        that the additional £68,179 NRF funding would be retained in contingency for the agreed projects progressing under the funding stream.

See item 8d Minutes of meeting of installations Working Group 12 December

            The Committee agreed that, subject to minor amendments and refinements, to approve the design and concept of the new LGBT stained-glass window as agreed by the City Hall/City Hall Grounds Installations Working Group at its meeting on 12th December. It was further agreed that the design was restricted until the unveiling. 

            The Committee:

·        approved the public advertisement of tenders as per Standing Order 37a detailed in Appendix 1 (Table 1);

·        approved the award of STAs in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 2);

·        noted the award of retrospective STAs in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 3); and

·        approve the modification of the contract as per Standing Order 37a detailed in Appendix 1 (Table 4):

Table 1: Competitive Tenders

Table 2: Single Tender Actions

The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1             The purpose of this report is to update members on the requirements of new Procurement Act 2023 (for Supplies, Services and Works contracts) relating to:

o   Category Management

o   Procurement process updates including Pre-Market Engagement (PME) and Conflicts of Interest (CoI)

o   Contract Management 

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the Legislative updates contained within the report.

3.0       Main report

3.1       The new Procurement Act 2023 is planned to go live 24 February 2025. Commercial and Procurement Services’ (CPS) preparation of all upcoming changes required to above UK threshold procurements has commenced and is on schedule for go-live.

3.2       Any Contract Notice published, or contract awarded prior to go live will be managed under the current Public Contracts Regulations 2015.

3.3       Many of the changes that will come into effect impact the buyer side and will be managed centrally by CPS. These include additional notice requirements, changes to the standstill period and evaluation reporting / award letters. These changes will be managed through our existing governance which includes processes, procedures, template forms, and training. Council Officers involved in procurement activity will be kept up to date of changes made. Information on changes that impact bidders / suppliers is available and maintained on the Council’s website.

3.4       The main change that bidders / suppliers will face is use of the Governments extended Find a Tender Service, named Central Digital Platform. The platform is currently being tested by Cabinet Office, with further guidance to be issued. New registration will be required for any bidder who wants to participate in an above threshold procurement exercise.

            Background

3.5       The procurement process is one part of the Commercial Life Cycle. The National Audit Office defines the ‘commercial lifecycle’ as the entire process starting with the identification of a requirement that may be delivered by a supplier to government through to the selection and appointment process, contract management activity, and ending with contract termination or transition to alternative arrangements.

3.6       The new Legislation will introduce a number of requirements that will more widely impact staff involved in the end-to-end commercial lifecycle and the time taken to procure Supplies and Services.

            Category Management

3.7       The new legislation requires Contracting Authorities to aggregate requirements that can reasonably be aggregated unless there are good reasons for not doing so. This is part of Category Management.

3.8       Category Management is a structured approach to grouping and improving the procurement of similar goods and services across the Council. CPS will continue to work with departments to support the implementation of a Category Management approach.

3.9       The introduction of new processes in the Council’s finance system (implemented May 2024) is already helping us identify expenditure across the Council that can be aggregated. This will result in more cross-departmental contracts being identified, which will require a shift to more co-operative ownership and management of contracts across the Council.

3.10      CMT have agreed to  ...  view the full minutes text for item 6b

            The Committee:

-        noted the key issues arising at the Audit and Risk Panel meeting;

-        noted that the Annual Audit Letter from the NIAO, providing a positive unqualified audit opinion on the financial statements for 2023/2024, had been received and would be published on the Council’s website in line with the regulations;

-        approved and adopted the minutes of the meeting of the Audit Risk Panel of 3rd December 2024; and

-        agreed that the governance arrangements between the Council and the Belfast Waterfront Hall Board be added to the assignments to be undertaken by Audit, Governance and Risk Services.

            The Committee was reminded that the Council had a duty to have, under section 75 of the Northern Ireland Act 1998:

·        Due regard to the need to promote equality of opportunity in relation to the nine equality categories; and

·        Regard to the desirability of promotion good relations.

            In addition, under section 1 of the Rural Needs Act (Northern Ireland) 2016:

·        Due regard to rural needs when developing, adopting, implementing or revising policies, strategies and plans, and when designing and delivering public services.

            To this end, the Council had a process to carry out equality screening and rural needs assessment of new and revised policies. This allowed any impacts related to equality of opportunity, good relations or rural needs to be identified and addressed.

            An equality screening and rural needs impact assessment template was completed by the relevant officer, in collaboration with the Equality and Diversity Unit.  On a regular basis, the Unit collates all completed templates into a screening outcome report and publishes it onto the Council’s website, along with the relevant completed templates. 

            The Committee noted the Quarterly Screening Outcome Report which would be published on the Council’s website.

            The Committee approved and adopted the minutes and recommendations from the Shared City Partnership Meeting held on 9th December 2024, including:

Presentation from Belfast Stories

·        To note the contents of the presentation detailed in the minutes.

Good Relations Action Plan 25/26

·        The Partnership is requested to note the contents of the report and recommend that the S P & R Committee agree to the submission of the Good Relations Action Plan to The Executive Office, for delivery during 2025/26.

TEO Asylum Dispersal Funding

·        The Partnership is asked to approve the proposals detailed in the report which have been forward in draft to TEO in relation to the Asylum Dispersal Fund and recommend to the S P & R Committee to agree the content and recommendation detailed in this report.

PEACE IV – Secretariat Update 

·        The Partnership notes the contents of the report and recommend to the Strategic Policy and Resources Committee that it notes the contents of the report.

PEACEPLUS Local Community Action Plan – Update

·        The Partnership recommends to the Strategic Policy and Resources Committee that it notes the contents of the report.

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 5th December.

            The Committee approved the recommendations as set out below:

            The Committee approved and adopted the minutes of the meeting of the City Hall/City Hall Grounds Installations Working Group of 27th November.

            The Committee approved and adopted the minutes of the meeting of the City Hall/ City Hall Grounds Installations Working Group of 12th December.

            The Committee approved and adopted the minutes of the meeting of the All-Party Working Group on the City Centre of 6th December.

            The Committee approved and adopted the minutes of the meeting of the Disability Working Group of 11th December.