Agenda and minutes

An apology for inability to attend was reported from Councillor McAllister.

            The minutes of the meeting of 16th December were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 3rd January.

            No declarations of interest were reported.

            The Information contained in the following three reports is restricted in accordance with Part 1 of Schedule 6 of the Local Government Acts (Northern Ireland) 2014

            The Committee considered a report which provided an update on the development of the revenue estimates for 2017/18 and the key issues which Members needed to consider as part of the rates setting process.  The Committee was reminded that, at its meeting on 6th January, it had deferred a number of issues but would now be required to make a decision on those in order to set the cash limits for the other Committees of the Council.

            After discussion, the Committee made the following decisions:

            Call-in

            The Committee agreed that the report in relation to the Revenues Estimates and District Rate and associated decisions would not be subject to call-in as it would cause an unreasonable delay which would be prejudicial to the Council’s and the public’s interests in striking the district rate by the legislative deadline of 15th February, 2017.

            3G Pitch Hire

            The Committee agreed not to include in the district rate the loss of income of £17,500 as a result of the decision of the People and Communities Committee to reduce the price of 3G pitch hire by 25% for community and voluntary sector use and that the matter be referred back to that Committee to be considered within its cash limits for 2017/18.

            Belfast Bike Scheme

Moved by Councillor Long,

Seconded by Councillor Jones,

      That the Committee agrees to rescind its decision of 6th January to approve a revised pricing policy for the Belfast Bike Scheme and that the current policy as set out below remains in place until a review of the scheme is undertaken.

“The current pricing policy has two subscription options:

·        Annual membership at £20 per annum.

·        Casual 3 day subscription at £5 per annum.

On both options the first half hour of usage is free.  Charges apply after this period at 50p for the next half hour of use and then £1 per hour thereafter.

Both subscriptions also allow for rental of up to four bikes which are charged at the standard usage rate.”

            On a vote by show of hands thirteen Members voted for a proposal and five against and it was declared carried

            Membership of the Northern Ireland Local Government Association (NILGA)

Moved by Councillor Reynolds,

Seconded by Councillor Craig,

      That the Committee agrees that the Council ceases to be a Member of the Northern Ireland Local Government Association.

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

            Accordingly, the Committee agreed to remain as a Member of the NILGA and to pay the annual subscription of £70,759.

            Elected Members Personal Development Plan (PDP)

            The Committee agreed that the Elected Members PDP budget be reduced by £22,000, with a limit of £730 per Member.

            Belfast Agenda

Moved by Councillor Reynolds,

Seconded by Councillor Craig,

      That the Committee agrees to include in the district rate a budget of £575,000 to support the delivery of the Belfast Agenda priorities, that is, Belfast Works £250,000; Smart City £250,000; and Small Business  ...  view the full minutes text for item 5.

            The Committee noted the contents of a report which provided an update on the development and implementation of the £105m leisure assets capital programme and agreed that consideration be given to the possibility of providing a temporary building in the locality following the demolition of the Clonduff Community Centre.

            Lock Keepers Cottage Visitors Centre –

            Lagan Valley Regional Park Lease Renewal

            The Committee granted approval to the terms of the lease renewal in respect of the offices occupied by Lagan Valley Regional Park at the Lock Keepers Cottage Visitors Centre.

            Hanwood Centre – Proposed Licence Surrender and Grant

            of New Lease to the Hanwood Trust Company Limited

            The Committee granted approval to the surrender of the existing 21 year lease agreement and to the granting of a new 25 year lease in respect of premises occupied by The Hanwood Trust Company Limited at the Hanwood Centre in Dundonald (Phase1), subject to terms to be agreed by the Estates Manager and Legal Services.

            Lanyon Tunnels

            The Committee:

·        Approved Belfast City Council entering into a 25 year Lease with the Department for Infrastructure for the regeneration of the Lanyon tunnels; and

·        Agreed to the sub-letting of the Lanyon Tunnels Lease to the Markets Development Association on completion of the refurbishment of the tunnels, subject to the terms to be agreed by the Estates Manager and Town Solicitor.

            Commission House, Gordon Street –

            Potential Acquisition

            The Committee agreed to the Council acquiring Commission House, at the Land and Properties Services (LPS) valuation, as a strategic acquisition in line with the Belfast City Centre Regeneration and Investment Strategy, with the acquisition costs being provided from the City Centre Regeneration and Investment Fund and other sources such as Capital Receipts.

            Maysfield – Grant of Easements/Wayleaves to

            Facilitate Developments

            The Committee granted approval to the Director of Property and Projects to enter into such legal agreements with various service and utility providers, subject to detailed terms to be agreed by the Estates Manager and the Town Solicitor, that would facilitate use and occupation of the Concentrix and Allstate developments currently progressing at the Council’s former Maysfield Leisure Centre site.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1        Following the Notice of Motion moved by Alderman Convery at the council meeting on 3 January, this report provides Members with an update on how use of the Outcomes Based Accountability methodology has developed within the council to date and plans for its on-going use.

1.2       The report also provides Members with a brief update on proposed area engagement events taking place over the coming weeks to support consultations on the Belfast Agenda and Local Development Plan (Preferred Options Paper).

2.0       Recommendations

2.1       Members are asked to:

a)     note the OBA methodology developments being explored within the council as part of the emerging Belfast Agenda, Corporate Planning and partnership development processes; and

b)     note the proposed area engagement events

3.0       Main report

            Background

3.1       Notice of motion

            As Members are aware the undernoted motion, which was moved by Alderman Convery (& seconded by Cllr Attwood) at council on Tuesday 03 January has been referred  to the Committee for consideration:

3.2       ‘Belfast City Council notes that the Programme for Government has been developed under the Outcome Based Accountability (OBA) principles.

            Belfast City Council notes that two Outcome Based Accountability (OBA) pilots have been taken forward in Whiterock and Inner East, as part of the Belfast Agenda.

            Belfast City Council agrees to embed the OBA principles in all Council decision making processes in the Council to make sure we achieve outcomes which show measurable improvements for people and communities in every part of the city.’

3.3       Outcomes Based Accountability (OBA) in the Programme for Government

As the motion above notes the new Programme for Government has been developed using the Outcomes Based Accountability methodology. This has resulted in: 

-       A set of outcomes identifying the quality of wellbeing conditions the Northern Ireland Executive would like to see improved across the region. Alongside this, a set of population indicators is being proposed to enable the measurement of the achievement of the outcomes.

-       Emerging programmes of work being designed cross-departmentally and with partners that will result in improving these measures and improve the quality of life of residents.

3.4       Work to date on OBA in the Council

            Members will also recall that the Council has been exploring the use of the Outcomes Based Accountability methodology in a variety of ways over the past two years.  Activities have included:

-       Workshop Mark Friedman (developer of the OBA methodology) with Members and partners (Sept 2014)

-       OBA Capacity building programme with officers and partners (Spring 2015)

-       Briefings for Area Working Groups on the OBA approach and discussion of outcomes for local areas as part of AWG workshops;

-       Locality planning: testing the use of OBA across the city in locality settings with communities and partners to help local people shape targeted interventions and test the process with a view to further roll-out.

-       Belfast Agenda: as the lead partner for community planning in Belfast the council has supported  ...  view the full minutes text for item 9.

            The Committee was reminded that, at the Council meeting on 1st December, Councillor McDonough-Brown had proposed the following motion:

            “This Council expresses its profound disappointment in the decision of the Minister for Communities not to proceed with the Regeneration Bill and devolution of regeneration powers to local government.

            The Council:

            recognises that these powers would strengthen and enhance our ability to drive strategic regeneration activity, when used alongside community and land use planning;

            believes this decision to be in conflict with the entire direction and ethos of local government reform and to be a significant missed opportunity; and

            reiterates our support for the devolution of regeneration powers to local government; and calls for the Minister for Communities to meet with the Council with a view to reversing his decision and proceeding with the Bill.”

            The Motion had been seconded by Councillor Howard.

            The Committee was reminded further that, at the request of Councillor McDonough-Brown, the Council had agreed, with all forty-eight Members present voting in support of the proposal, to suspend Standing Order 13(f) to enable the Council to debate point(iii)of the Motion.  Subsequently the Council had agreed to adopt point(iii) and, in accordance with Standing Order 13(f) had referred points (i) and (ii), without discussion, to the Strategic Policy and Resources Committee.  Those points were noted by the Committee at its meeting on 16th December.

            It was reported that a response to point(iii) of the Motion had now been received on behalf of Minister Given.  The response confirmed that the Minister would not be reconsidering his position not to proceed with the Regeneration Bill and devolve regeneration powers to local government.  The response did, however, stress that, irrespective or where the legislative responsibility lay, local government played and would continue to play a significant role in insuring the successful implementation of the regeneration programmes.  The response concluded by highlighting the importance of the Partnership Panel as a means of engagement between the Northern Ireland Executive and councils. 

            It was reported further that Council officers would continue to work alongside senior officials within the Department for Communities and the Belfast Regeneration Directorate with the view to unlocking prioritised regeneration and development schemes and to supporting that delivery.  That relationship was underpinned by a Memorandum of Understanding which had been established between the Council and the Department for Communities which supported a joined up approach to be taken to progressing key schemes.  That was currently being revised and a list of jointly agreed priority projects was being developed.

            The Committee noted the response from the Minister for Communities and the information which had been provided.

The Committee noted the contents of a report on the continued engagement with the NI Assembly and Executive Ministers and that engagement would continue with the NI Executive, Ministers and Senior Departmental officials over the coming weeks and months.

            Minutes of the Meetings of the Area Working Groups

            The Committee approved and adopted the minutes of the meetings of the South Area Working Group of 19th December and the East Area Working Group of 5th January.

            Local Investment Fund

            The Committee noted that the East Area Working Group, at its meeting on 5th January, had requested officers to follow up with a number of Groups in relation to emerging proposals for its unallocated LIF, with details to be submitted to a future meeting of that group.

            The Committee noted the two projects (WLIF2 – 08 – Berlin Swifts Football Club and SKLIF -07 – Holylands Area Improvement) which had previously been approved in principle had been scored and had met the minimum threshold and agreed that those be progressed to due-diligence.

            Belfast Investment Fund

            The Committee noted that the East Area Working Group, at its meeting on 5th January, had agreed that the Lagan Valley Youth and Community Group BIF project, which was currently at Stage 2 – uncommitted project, should be considered first if any funding became available under BIF.

            The South and East Area Working Groups had also requested officers to follow up with a number of Groups in relation to emerging proposals for the Outer South and Outer East, with details to be submitted to the next meetings of those Area Working Groups.

Noted.

            The Committee considered the undernote report:

“1.0     Purpose of Report or Summary of main Issues

1.1        The purpose of this report is to provide Members with an update on the progress being made to manage the corporate risks that are of direct relevance to the Strategic Policy and Resources Committee.

2.0       Recommendation

2.1       The Committee is asked to;

·        Note the progress being made to manage the corporate risks and the proposed six monthly process for reporting.  These are summarised at section 3.3 below and appended.

3.0       Main report

3.1       The new corporate risk management process

            Members will recall that the corporate risk register and related processes were subject to a fundamental review in 2015-16.  This included a review and re-score of all the corporate risks, including target risk scores.  For each corporate risk a ‘Risk information form’ was produced, detailing relevant controls, proposed actions (including timescales) and responsible officers.  It was also agreed that management would begin to report to the relevant committees on the progress being made to manage these key risks.

3.2       Managing Corporate Risks to an Acceptable Level

            CMT have reviewed and, where appropriate, have updated the assessment of the corporate risks, the results of which are plotted on to the corporate risk map (see Appendix 1).  The corporate risk map shows the progress that is being made to manage the corporate risks. 

            The risks of particular relevance to the Strategic Policy and Resources Committee are as follows:

            Management have now prepared progress update reports on the above corporate risks and these are attached in appendices 2 to 9  ...  view the full minutes text for item 16.

            The Committee:

(1)   Approved the public advertisement and acceptance of tenders as listed in Appendix 1, table 1 below, through the Council’s electronic procurement system;

(2)   Granted delegated authority to the appropriate Director, using pre-agreed criteria, to accept the most economically advantageous tender, and allow extensions where contracts were under review as per table 2:

Appendix 1 - Schedule of tenders for consideration

Table 1 – New tenders

 * To be completed as two lots on one tender exercise

            The Committee was advised that the Department for Communities had published consolidated guidance on Councillors’ Allowances, however, the Council was required to agree and publish its own Scheme of Allowances.

            The Democratic Services Manager reported that the amendments to the existing guidance on Councillors’ allowances focused on the issue of Dependant Carers’ Allowances.  In the new guidance, the rules on that allowance had been revised to make it more easily accessible to councillors who required to use the facility it order to attend Committee meetings or other approved duties.  The Council’s Scheme of Allowances had been amended to reflect that change, and a copy was available on the Council’s website.

            The Committee approved the amended Scheme of Allowances for Councillors.

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 9th January.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       This report provides a draft Council response to the Department of Finance consultation paper on ‘Reforming the Rating System, Rates: Rethink, Spurring Economic Growth’

            The consultation paper was issued on the 16 December 2016 and the consultation period ends on the 16 February 2017.

2.0       Recommendations

2.1       The Committee is asked to;

·        Agree the draft Council response included as Appendix 2.

3.0       Main report

            Review of the Business Rates System

3.1       In November 2015 the (then) Department of Finance and personnel launched a public consultation seeking responses to a review of the non-domestic rating system. The Strategic Policy and Resources Committee agreed a response to this major consultation, together with a further consultation in March 2016 on the Review of rate liability in the Domestic Rental Sector.

3.2       The current consultation document ‘Rates: Rethink’ further develops and broadens the issues previously considered and makes policy proposals which aim to deliver a fitter and more acceptable rating system for citizens and businesses and which spur economic growth.

            Overview of the Consultation Paper

3.3       The consultation paper includes the following proposed measures:

·        A new £22m a year Rates Investment Scheme for smaller retail and hospitality business.

·        Piloting Business Empowerment Zones in two areas (Lower Newtownards Road and Lower Falls Road).

·        Increasing rates on empty commercial premises.

·        Charity shops to make a contribution.

·        Charging the highest value homes more.

·        Removing the early payment discount.

·        Reducing landlord allowances.

·        Student halls of residence to start paying rates.

·        A 3 year rates holiday for first residents of new energy efficient homes.  

3.4       The following paragraphs provide a brief summary of the policy proposals in each area and the proposed Council response as detailed in Appendix 2.

            Investment in Small Business

3.5       Proposal to replace the existing Small Business Rates Relief Scheme (SBRR) with a new scheme targeting retail and hospitality. A commitment to provide £22m to fund the scheme which should double average awards. The proposals include two options for allocating relief, one of which favours lower Net Annual Values (NAV’s)

3.6       The Council has previously responded supporting the replacement of the SBRR Scheme with a scheme which would include a focus on new start-ups and expanding SME’s.

            Small Business Empowerment Zones

3.7       Proposal for two pilot Zones (Lower Falls and Lower Newtownards Road). Zone reliefs to be in place for 3 years, with automatic 50% relief within zone regardless of NAV (unless already receiving higher) and Back in Business Scheme (occupation of vacant properties) to be enhanced (75% Yr1 Relief and 50% years 2 and 3)

3.8       The Council is not in a position to comment on the specific proposals as the financial implications in relation to the potential rates income losses and whether local government will be reimbursed for additional reliefs is unknown.

            Revitalising our High Streets

3.9       Proposal based on Living over the Shops (LOTS) and Town Centre Living initiatives. Proposed 100% rates exemption for converted property,  ...  view the full minutes text for item 22.

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 12th January.

            The Committee considered the undernoted requests for the use of the City Hall and the provision of hospitality:

Appendix

            The Committee approved the requests for the use of the City Hall but agreed, in line with its decision of 6th January to amend its policy and cease the provision of hospitality for City Hall events, not to provide hospitality for any of the events listed in the Schedule of Applications.

            The Chief Executive advised the Members that Mrs Jill Minne, Director of Organisational Development, had been appointed to a post within the Civil Service and would be leaving the Council in due course.  She advised the Members that she would be submitting reports to future meetings of the Committee on how the functions undertaken by the Director would be dealt with in the short and longer terms.

            The Committee noted the information which had been provided and several Members paid tribute to the work undertaken by the Director.