Agenda and minutes

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

The minutes of the meeting of 17th February were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st March.

            No declarations of interest were reported.

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

            The Committee considered a report in relation to the arrangements for the recruitment and selection of the post of Head of Human Resources and which provided an update on the interim senior management arrangements for functions currently within the Planning and Place and the Development Departments.

            With regard to the two additional elected Members to sit on the recruitment panel alongside the Chairperson, the following Members were nominated, Councillor Jones, Attwood and Hargey.  On a vote by show of hands 5 Members voted for Councillor Jones, 7 for Councillor Attwood and 8 for Councillor Hargey.

            Accordingly, the Committee:

·        agreed that the selection panel for the Head of Human Resources be comprised of the Chairperson (or his nominee) and Councillors Attwood and Hargey, the Chief Executive and a Council director;

·        agreed the proposed recruitment and selection timeframe to recruit the post on a permanent basis.

·        in relation to interim senior management arrangements, agreed that the current fixed term contract with the Director of Planning and Place be extended until 31st December, 2017 (subject to review) on the same basis as at present; and that the current secondment arrangement with Invest NI in relation to the interim Director of Development be extended until 31st December, 2017 (subject to review).

            (The Director of City and Neighbourhoods Services attended in connection with this item.)

            The Committee noted a report which provided an update on the City and Neighbourhood Services Department’s change programme.

            The Committee was reminded that the Council, at its meeting on 1st February, had passed the following motion on Youth Services, which had been proposed by Councillor McCusker and seconded by Councillor Attwood:

"This Council notes with deep concern the proposed cuts in youth services in Belfast, which could see the loss of 131 posts in youth organisations.

The Council recognises the important and vital contribution of our youth services to Belfast and believes that these cuts will have a major negative impact on local communities.

The Council opposes these cuts in youth services and agrees to seek an urgent cross-party meeting with the Education Authority and the Minster of Education or senior Department of Education officials to raise our concerns and calls for the funding to be reinstated."

            The Democratic Services Manager reported that responses had now been received from the Private Secretary to Mr. Peter Weir, Minister of Education, and Mr. G. Boyd, Chief Executive of the Education Authority.

            The Private Secretary, within her response, had confirmed that the Minister had made it clear that, in terms of those organisations delivering extended, outreach and detached initiatives, no funding had been withdrawn, no decision had been taken to withdraw funding and there were no proposals to withdraw funding.  It was pointed out that the Minister appreciated the uncertainty surrounding short-term funding streams which were additional to the core youth budget and the impact which that could have on workers across the sector.  Whilst the overall budget available for youth services had not yet been agreed, the Minister had requested officials to ensure that, within the funding available, a longer term approach be adopted to prioritise access to and longer opening times for centres operating in areas of disadvantage or near interface areas.  The response concluded by confirming that, due to the Northern Ireland Assembly Elections, Mr. Weir’s role of Minister of Education would cease on 2nd March and that, due to his diary commitments, it would not be possible to schedule a meeting to discuss youth provision.

            Mr. Boyd, within his response, had confirmed that the Education Authority had not proposed any cuts to youth services in 2016/2017 and was not planning any reduction for 2017/2018.  However, he pointed out that the Education Authority did not have a budget allocation for 2017/2018 and, as a result, it had to advise all staff on temporary contracts that their employment was not guaranteed beyond 31st March, 2017.  That position had been reiterated within further correspondence which confirmed also that the Education Authority believed that the work undertaken by youth workers was a vital component in the support which the youth service provided to young people, particularly the most vulnerable and marginalised.  Mr. Boyd concluded by stating that the Education Authority was continuing to work with the Department of Education to find a solution to the funding issue and that, since the Education Authority agreed with the Council’s position, as set out within the motion of the 1st February, it did not  ...  view the full minutes text for item 3a

            The Committee agreed to defer consideration of the matter to allow Party briefings to take place.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The Council’s Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report outlines

-       an update on the Capital Programme for 2016/2017

-       proposed movements on the capital programme – Bereavement System

-       the Capital Programme and capital financing for 2017/2018 

2.0       Recommendations

2.1       Members are asked to –

·        note that since April of last year over £130m of projects have been completed

·        note that a number of Council projects have been shortlisted for the RICS Awards including the Waterfront Exhibition and Conference Centre, Girdwood Hub, 9 Adelaide and the Innovation Factory. 

            Project Movements

·        Agree that the following project is moved to Stage 2 - Uncommitted on the Capital Programme – IT Programme – Bereavement Services System – OBC to be worked up and brought back to Committee for further consideration

            Capital Programme and Capital Financing 17/18

·        agree the Capital Programme for 2017/2018 as outlined in Appendix 1-3

·        note as outlined in 3.8 below that the phased nature of the capital programme means that there is an unallocated amount of financing for 2017/2018 and it is recommended that this is ringfenced towards a number of non-recurrent projects which require spend during 2017/2018 as outlined in 3.10 below

·        agree that necessary procurement processes be initiated for non-recurrent capital projects as required with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver to ensure all non-recurrent projects can be delivered by the end of March 2018

3.0       Main report

            Key Issues

3.1       The Council’s rolling Capital Programme is a significant programme and Members agreed the Capital programme for 2016/17 in March last year.  In the past year over £130m of projects have been successfully delivered across the city including

-       Belfast Waterfront Conference and Exhibition Facility – the £30m new dedicated exhibition and conference facilities at the Waterfront.  In addition the existing Waterfront has been upgraded to ensure continuity of provision between the two facilities

-       Connswater Community Greenway – major works this year included the opening of the CS Lewis Square in November and the opening earlier this month of a major new section linking C.S. Lewis Square, Mersey Street and Victoria Park which included the new James Ellis Bridge.  When completed later this year, the CCG will consist of16km of new foot and cycle paths, improved green spaces, 23 new or improved bridges, 5km of flood walls and embankments, 6 new tourism and heritage trails as well as the C.S. Lewis Square

-       9 Adelaide – new office accommodation - All staff have now moved into the building with the exception of the reminder of Digital Services who will move in in May

-       Innovation Factory – providing accommodation space for up to 382 employees and capable of housing 100+ small businesses the new £9.1m Innovation Factory formally opened in September 2016. 

-       North Foreshore  ...  view the full minutes text for item 5a

            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        To update Members on a number of area related issues for        Members’ consideration.

2.0       Recommendations

2.1       The Committee is asked to:

            AWG minutes

·        Approve the most recent round of Area Working Group (AWG) Minutes (South – 27th February; North – 28th February and East – 13th March).

            Local Investment Fund

·        note the LIF projects which have previously been approved in principle which have been scored.  Members are asked to note that both these projects have met the threshold and to therefore agree that these are progressed to due-diligence

            Belfast Investment Fund

·        agree the recommendations from the South and East AWGs in respect of their ringfenced BIF allocations as outlined in Section 3.5 and 3.6 below

3.0       Main report

            KEY ISSUES

            AREA WORKING GROUP UPDATES

3.1       Members agreed in June 2016 that the Area Working Group minutes would be taken into the SP&R Committee for approval going forward in line with the Council’s commitment to openness and transparency and to ensure a consistent approach with other Member-led Working Groups. Members are asked to approve the most recent round of AWG Minutes (South – 27th February; North – 28th February and East – 13th March). 

            LOCAL INVESTMENT FUND UPDATE 

            Projects recommended to proceed to due-diligence

3.2       Members are asked to note that 2 LIF2 projects which had previously been agreed for in principle funding (WLIF2-23 – Blackie River Community Centre and NLIF073/NLIF2-20 – Jennymount Methodist Church) have now been scored by officers.  Both projects have successfully met the minimum threshold and it is recommended that these projects now proceed to the Due Diligence stage of the LIF process

            BELFAST INVESTMENT FUND

3.3       In January 2016, as part of the rates setting process, it was agreed that £5m would be ringfenced to support BIF projects in the areas of Lisburn and Castlereagh which transferred across under LGR with the monies to be shared equally as these areas had not had an opportunity to have any BIF projects considered. 

3.4       Members noted in March 2016 that the allocation for Outer East fell across two AWGs (South and East as residents transferred into the Balmoral (South), Lisnasharragh (East) and Orminston (East) DEAs). The total that transferred into these areas was just over 25,000 with approx 1/5 of these transferring into Balmoral (South) and the remainder transferring into the East DEAs.  In terms of the £2.5million available for Outer East this equated to £500,000 for South and £2million for East and this allocation was agreed by Members.

3.5       SOUTH AWG – The South AWG at its meeting on 27th February, made the following recommendations for the consideration of the SP&R Committee in relation to their ringfenced BIF allocation. 

            The Committee was reminded that, at its meeting on 16th August, 2016, it had agreed to the recommendation of the People and Communities Committee to grant a lease and right of way to land at Blythefield Sports Pitch to the Greater Village Regeneration Trust (GVRT).  The lease was to provide the GVRT with appropriate security of tenure to meet the funding requirements of Sport NI.  A grant totalling £134,000 had been available to the GVRT to resurface the football pitch.  However, subsequently, it had transpired that two small plots of land within the boundary of the football pitch were not in the Council’s ownership.

            The Director of Property and Projects reported that, although the plots had been incorporated in the football pitch and occupied by the Council for many years, it appeared that they were never formerly transferred and remained in the legal ownership of the Northern Ireland Housing Executive (NIHE) and the Department for Communities (DfC).  In order to grant a lease to the GVRT, it would be necessary to formally transfer the plots from the NIHE and DfC to Council ownership.  Both organisations had agreed to the transfer.  The DfC was seeking a transfer fee of £200 as assessed by Land and Property Services, whilst the NIHE had not as yet asked for a fee but should it do so, it was anticipated that a similar sum would be assessed.  In addition, the Council would be required to pay a Land Registration fee in the region of £150 per plot and might be liable for DfC’s legal costs.

            A secondary access to the sports pitch would be made available to the GVRT via Bentham Drive and that would require a grant of a Right of Way over Council owned land.

            The Committee approved:

·       The acquisition of the two small plots of land contained with the Blythefield Sports Pitch at a cost not exceeding £1300; and

·       The grant of the Right of Way to the GVRT to provide a secondary access to the Blythefield Sports Pitch.

            The Committee was advised that a small art group, Lecale Bronze, was preparing to raise funds by way of public donation to complete a bronze life size sculpture of George Best.  The group had offered to gift the completed sculpture on the basis that the Council would arrange for its installation on property accessible to the general public.  The artists felt that a location at the new Olympia entrance would meet such requirements.

            The Director of Property and Projects reported that the art group had advised that members of the Best family had viewed images of the statue, had approved the quality of the work and assured them of their support.  The group had also advised that the location would be acceptable to the Best family.

            He explained that the fundraising for completion of the piece in bronze would be carried out by the art group by a crowdfunding website.  The completion costs were estimated at £37,000 for artist fees, foundry costs and materials, plus there would be an additional fee for the fundraising website.  The group anticipated that the fundraising and sculpture would be completed well ahead of the completion of the boulevard in Spring 2018.  The George Best name was a trademark and the art group was in the process of arranging for a licence for the fundraising effort.  On completion and installation, the George Best statue would become the property of the Council for the purposes of ownership and maintenance.

            The Committee agreed to accept the gift of a George Best sculpture and facilitate its installation on the new Boulevard at Olympia to be completed in 2018.

            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; and

(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

Table 2 – Contracts for extension of contract period

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

“1.0     Purpose of Report or Summary of main Issues

1.1       The Local Government Finance Act (NI) 2011 and the supporting Prudential and Treasury Codes produced by the Chartered Institute of Public Finance and Accountancy (CIPFA), require the council to consider the affordability and sustainability of capital expenditure decisions through the reporting of prudential and treasury management indicators.

1.2       This report provides information for Members on the prudential indicators for Belfast City Council for the period 2017/18 to 2019/20 and the Council’s Treasury Management Strategy for 2017/18.

2.0       Recommendations

2.1       The Committee is asked to

·        Note the contents of this report and the prudential and treasury management indicators included within the appendices to the report.

            And agree:

·        The Authorised Borrowing Limit for the Council of £174m.

·        The Treasury Management Strategy for 2017/18, which has been included as Appendix 2 to this report

3.0       Main report

3.1       The Local Government Finance Act (NI) 2011 requires the Council to adopt the CIPFA Prudential Code for Capital Finance in Local Authorities.  In doing so, the Council is required to agree a minimum revenue provision policy annually and set and monitor a series of Prudential Indicators, the key objectives of which are to ensure that, within a clear framework, the capital investment plans of the council are affordable, prudent and sustainable.

3.2       At the Strategic Policy and Resources Committee on the 9 December 2011, Members approved the Council’s Treasury Management Policy which is based on the CIPFA Treasury Management Code of Practice.  The Treasury Management Policy requires that a Treasury Management Strategy be presented to the Strategic Policy and Resources Committee on an annual basis and that it is supported by a mid-year and year end treasury management reports.

3.3       The prudential indicators are included as Appendix 1, while the treasury management strategy and treasury management indicators have been included as Appendix 2.

3.4       The comparison of ‘Gross Borrowing’ to ‘Capital Financing Requirement’ (CFR) is the main indicator of prudence when considering the proposed capital investment plans of the Council.  Estimated gross borrowing should not exceed the CFR for the current year plus two years.  The Council’s estimated gross borrowing position, illustrated in Table 3, Appendix 1, is comfortably within the CFR in the medium term.  The Director of Finance and Resources therefore considers the estimated levels of gross borrowing as being prudent.

3.5       Table 4 and 5 (Appendix 1) shows the estimated financing costs for capital expenditure as a percentage of the estimated net revenue stream for the Council, based on the medium financial plan, and the incremental impact on the rates of the Investment Programme.  These illustrate that in the medium term, capital financing costs will represent 10.09% of the Council’s net running costs.  On this basis the Director of Finance and Resources is satisfied that the level of capital expenditure is affordable.

3.6       The Finance Act requires the Council to set an affordable borrowing limit, relating to gross  ...  view the full minutes text for item 6b

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       At the request of committee, to present a funding proposal made by Belfast Advice Group requesting £100,000 to support the continued provision of a citywide tribunal service 2017/18.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the update on the Citywide Tribunal Service and that the Belfast Advice Group have confirmed that they have not secured additional funding for the delivery of the Citywide Tribunal Service for 2017/18.

3.0       Main report

3.1       In February, Strategic Policy and Resources Committee agreed a potential funding allocation of £100k, from the forecast capital financing underspend, towards a City Wide Tribunal Service for 2017/18.  Committee indicated that ‘the payment of the £100k to the group would be subject to a further report to the Committee on the receipt and assessment of an application for funding which would detail the achievements to be delivered as well as the plans in place to attract levered funding’.

3.2       The Belfast Advice Group has presented a funding proposal for committee’s consideration, which is attached as Appendix 1.

3.3       The proposal details the total cost to provide the service in 2017/18 as £224,997 and seek to secure £100k from Council with a further £124,997 yet to be secured.

3.4       The group has presented its proposed expenditure over the 12 month period outlining the total cost of the service (Page 8 of the proposal). Based on this information Council will contribute 43% towards the salary costs of seven staff and 51% towards running costs.

3.5       Having considered the proposal, officers sought clarification from the Belfast Advice Group in relation to expenditure and the plan to attract additional funding.  Officers met with group representatives on Monday 20th March. 

3.6       The Belfast Advice Group confirmed they have not secured additional funding for the delivery of the Tribunal service in 2017/18.  The group has made initial steps to develop and seek funding for a regional tribunal service incorporating advice groups across all eleven council areas.  In the absence of secured additional funding the service will not be viable over a 12 month period.

3.7       Key Issues

            In assessing the proposal and feedback from the meeting with the representatives, officers would note the following:

·        The current period of extended funding is due to end 31 March 2017.

·        There is no detailed plan in place to attract and secure the additional funding to provide the service over the 12 months.  At the meeting with the representatives, BAG stated that progress had been made with MLAs and DfC officials prior to the recent Assembly election and that they were in the process of re-engaging with all political parties at Stormont.

·        In response to council correspondence, the Minister for Communities indicated there position on funding of the Belfast citywide tribunal service that is, that tribunal services should be incorporated as an element of generalist advice services for which the advice sector is already in receipt of funding.  BAG have  ...  view the full minutes text for item 6c

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 6th March.

            The Committee was reminded that there was an ongoing programme of work in relation to the Decade of Centenaries which had been continuing since 2011.  The anniversaries of a number of significant events from a hundred years ago would occur this year and, in line with previous programmes, it was proposed that the Council continued with its programme of commemorations. 

            A draft programme for the period April 2017 – March 2018, together with estimated costs is set out below:

Appendix 1:  

Proposed Programme of Activity for April 2017 – March 2018

            In preparing the programme of events and activities prior to 1916, Members had requested that any Council activity should focus on the following elements:

-      That any activity would have a strong Belfast focus

-      That the human stories of lost lives would be explored, as a common thread

-      That commemoration activity would be respectful

            The following proposed programme of events seeks to include activity that can continue under these principles.

            Based on previous programmes the following indicative costs would be required in the delivery of work around the Decade of Centenaries over the period covered by the proposals in this report.

            Depending on the decisions of Members, the following is presented below, identifying the programme activities and potential resources required. Based on previous programmes, the activity would generally require costs such as speakers’ fees, catering, drama and technical support.

Theme:           Politics and Parliaments

Theme:           The End of World War I.

The Politicisation of Women

            It was reported that there was scope to work alongside other organisations such as the Fellowship of the Messines Project and/or the Unionist Centenary Committee in the delivery of some of the proposed events relating to the Battles of Messines and Passchendaele, given that those would take place in May/June.  It was anticipated that a further report on the Decade of Centenaries, which looked at a programme to cover the 1918 - 1922 period, would be submitted to the Committee in due course for consideration.

            The Committee approved the Decade of Centenaries programme for delivery and noted that funding for the Battle of Messines and Passchendaele events would be covered through existing budgets given that these would take place in May/June and the remainder would be considered as part of the year end finance report in June.

            The Committee was reminded that, as part of the review of the Diversity Working Group, it had been agreed that that group would be replaced by a Historic Working Group to priorities historic events and related issues.  That would mean a move away from a Good Relations focus, with Good Relations primarily being discussed by Party Leaders and the Strategic Policy and Resources Committee.

            Draft terms of reference had been developed for the working group and these are set out as follows:

·        to consider how the Council can maximise and promote the historic richness of legacies and assets of Belfast;

·        to develop a long term plan to celebrate, promote and commemorate our historic assets and events;

·        to apply the agreed core set of principles established to commemorate any events;

·        to advise on the detailed decade of centenaries programme once agreed via Party Leaders and Strategic Policy and Resources Committee; and

·        to make recommendations to the Strategic Policy and Resources Committee regarding the issues above.

            It was proposed that the membership of the Historic Working Group would comprise of one nominee from each of the six main political parties.

            The Committee approved the proposed terms of reference and the membership of the Historic Working Group.

            The Committee was advised that one of the main requirements of the Council’s Equality Scheme was to carry out the screening of new and revised policies. That allowed any impacts relating to equality of opportunity and/or Good Relations to be identified and addressed.  An equality screening template was completed by the relevant officer, in consultation with the Equality and Diversity Officer.  On a quarterly basis, the Equality and Diversity Officer collated all completed templates into a Screening Outcome Report and published it onto the Council’s website along with the relevant completed screening templates.

            The Committee noted a summary of the Equality Screening which had taken place through quarter 3 – 2016/17.

            The Committee considered the undernoted report:

“1.0     Purpose of report

1.1       To seek the Committee’s endorsement of the proposed operational arrangements for the new Exhibition Area opening in May 2017.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note and endorse the operational mechanisms set out below;

·        Note and endorse the proposed changes to the Security Unit;

·        Endorse the approach to merchandising within the Exhibition area.

3.0       Background

3.1       The Committee will be aware that the council has agreed to develop and operate a high-quality permanent visitor attraction in the east side of the City Hall building. This facility is to be managed on a day-to-day basis by the Civic HQ Unit of the Facilities Management Section. The following provides a summary of the operational modalities of the Exhibition:

3.2       Staffing & opening hours

            Following discussion at the Strategic Policy & Resources Committee, the planned opening hours of the facility are as set out below. As can be seen, the facility will be open seven days per week including late-night opening each Thursday.

3.3       As the Committee will be aware, a new Tours & Exhibitions reception is being constructed in the former PUP party room in G02; this will be the main entrance for all visitors (SP&R Committee has already agreed to close the East entrance at the same time as the exhibition is opened to the public).

3.4       This reception will be staffed by two full-time Leaders and supplemented by three part-time Reception Administrator (Tours & Exhibitions) staff plus a casual pool. These newly created posts are currently being recruited and appointments will be made by 31st March 2017. It is planned to have all new staff in place by 1st May 2017 to allow for a period of detailed familiarisation with the Exhibition and the associated various systems and services.

3.5       Charging and customer management

            In line with the recommendations of the council’s principal consultants, Redhead Ltd, and the decisions of the Strategic Policy & Resources Committee, the basic orientation to charging is that for all ‘walk-in’ visitors entrance to the facility will be free. A charge will however be applied to ‘commercial’ groups^[1] defined as being groups of visitors paying a premium to a third party as part of a wider managed itinerary (e.g. cruise-ship tour operators).

3.6       Entrance fees for these commercial groups will be on the following basis:-

3.7       Costs relating to other aspects of the visitor experience will be as follows

3.8       In terms of payments, the new systems will accept credit-card, contactless card and cash payments, and in terms of billing it has been agreed that debtors’ invoicing in arrears will be an option (not currently permitted for tour bookings). Online booking facilities are also being explored.

3.9       A  ...  view the full minutes text for item 8a

            The Director of Property and Projects advised the Members that occasionally requests were received from outside bodies to borrow an individual piece of art or an artefact item from the City Hall collection.  Most requests were relatively straight forward and were dealt with by the appropriate officers and most items were loaned subject to the proper loan agreement and insurance arrangements being in place.  However, a request had been received recently from Mr. Gilbert Ossieur, President of the Friends of Flanders Field Museum in Ypres, Belgium for the loan of the Young Citizen Volunteers (YCV) flag for a commemorative event taking place on 7th June, 2017 to mark the 100th anniversary of the Battle of Whytschaete.

            He advised that the flag was not on general display in the City Hall and was not intended to form part of the new Exhibition Area and visitor attraction and was, in fact, only displayed once each year during the Somme commemorations.  However, it was a valuable historical artefact which could not be replaced and would require professional handling and protection.

            He explained that officials from the Flanders Field Museum in Ypres would cover all necessary insurance and transport costs and a comprehensive loan agreement would also need to be completed before the flag was released.

            The Committee approved the request for the loan of the Young Citizen Volunteers flag.

            The Committee was advised that a request had been received from Feile an Phobail to use the front lawns on 13th August 2017 for the City Hall Rocks Back event.  The event featured young and emerging bands performing on stage and showcased bands from all sections of the community and the types of music played included Rock, Blues, Heavy Metal, Rap, Ska and Reggae. 

            The Director of Property and Projects reported that the organisers required use of the grounds between 8.00am and 7.30pm for stage and sounds set ups and strip downs.  The event itself took place between 1.00pm and 5.00pm.  Depending on the weather, the event could attract up to 2,000 people.  The profile of those attending included family and followers of the bands, plus local and overseas visitors in the City for the day.  The event was free to enter and no other charges were made by the organisers.

            The organisers would be providing staging, sound system and toilets.  They would also be providing their own stewarding/marshalling staff and would of course have to comply with the usual conditions, including indemnities for damage and submission of a formal event management plan.  Feile an Phobail had previously been granted use of the grounds for this annual event and these had taken place in the grounds without incident.

            The Committee approved the request for the use of the City Hall grounds from Feile an Phobail to hold its annual City Hall Rocks Back event.

            The Committee was advised that a request had been received from the Cultural Affairs office of the US Embassy in London seeking the Council’s agreement to host an outdoor photographic exhibition to be set up in the grounds of the City Hall.  The exhibition, including set up and strip down days, would run for the full month of September, 2017.

            The exhibition entitled Fields of Battle, Lands of Peace: The Doughboys 1917 – 18 was a powerful photographic exhibition by the photo-journalist, historian and battlefield guide Michael St. Maur-Sheil.  It told of ‘the healed scars of the First World War through the only remaining witness, the fields of battle themselves.  Once places of devastating violence, the landscapes are now seen as scenes of great beauty, testament to peace and remembrance.’

            The exhibition, which was commissioned by the National World War I Museum and Memorials, focused on the American Expeditionary Forces through France.  The exhibition would be free to view and it was suggested that, with its focus on education, it was ideal to be viewed by adults and children alike.  It featured archive images and fascinating facts to support the contemporary battlefield images.

            The organisers also requested that, if possible, the Council would agree to host a launch event in the City Hall, which might comprise of the American Ambassador, exhibition artist, media and representatives from the Council being in attendance.  The purpose of the event would be to highlight the exhibition and to and to thank those involved.  It would be normal in such circumstances for the host city to provide some type of appropriate small scale hospitality at the launch event.

            The Committee approved the request from the Cultural Affairs Office of the US Embassy in London for the use of the City Hall Grounds to host the Fields of Battle, Land of Peace photographic exhibition; and agreed also to host an exhibition launch event in the City Hall, with appropriate hospitality.

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

            The Committee approved and adopted the minutes of the meeting of the Audit and Risk Panel of 7th March.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       This report is to advise Committee that the Elected Member Development Working Group (EMDWG) ( a task and finish group) has fulfilled its agreed terms of reference  as set out at Appendix One, and has developed and implemented the agreed corresponding projects set out in the member development action plan.

1.2       Committee is asked to agree the elected member development processes, frameworks and 2017-2018 capacity building plan developed by the EMDWG.

2.0       Recommendations

            The Committee is asked to:

2.1       Agree the elected member development processes, frameworks and 2017-2018 capacity building plan developed by the EMDWG.

2.2       Note the EMDWG agreed that Party Leaders or their nominees should attend the first three day modular Belfast Academy programme to help shape the content for delivery to other elected members.

2.3       Note feedback from elected members regarding the need to clarify and communicate the agreed uses of the annual elected member PDP budget allocation to key staff.

2.4       Note that Strategic Policy and Resources Committee will consider elected member development issues going forward including the ongoing review of the capacity building plan.

3.0       Main report

            Key Issues

3.1       Establishment of elected member development working group

            The Strategic Policy and Resources Committee at its 22 August 2014 meeting agreed, as part of the review of working groups during Local Government Reform, that the Budget and Transformation Panel would deal with elected member capacity building issues during the shadow period and thereafter subject to review.

            Given the remit of the Budget and Transformation Panel, and the corresponding demands on Party Leaders time, the Budget and Transformation Panel agreed in September 2015 that an elected member development working group should be established.

3.2       Task and finish focus

            The EMDWG was established in February 2016 as a task and finish project group.

            The agreed terms of reference are set out at Appendix One and the agreed corresponding member development action plan is set out at Appendix Two. It includes a progress update at March 2017.

3.3       Delivery of member development action plan

            The following agreed projects contained in the action plan have all been successfully completed:

·        bespoke elected member role profiles;

·        a bespoke Knowledge and Skills Framework;

·        a revised personal development planning (PDP) process;

·        a list of independent facilitators to be invited to be included on a call-off list for elected member PDP meeting (optional) facilitation. The procurement exercise is currently underway.

·        a members assistance to study scheme;

·        a capacity building plan developed for 2017-2018. Relevant learning and development evaluation processes will be developed in line with the capacity building plan going forward.

3.4       The EMDWG has also directly inputted to the work to date in the development of a pilot Members Portal. This is a separate project being led by the City Solicitor.

3.5       EMDWG March 2017- Points to note based on Members feedback

            At the March meeting elected members provided feedback regarding the need to clarify the agreed types  ...  view the full minutes text for item 8g

            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       To seek the Committee’s approval for a modification to the existing processes in relation to the provision of civic hospitality for externally-booked functions and events in City Hall.

2.0       Recommendations

2.1       The Committee is asked to:

·        Endorse the revised approach set out herein.

3.0       Main Report

3.1       Background

            Members will be aware that, at its meeting of 6th January 2017, the Strategic Policy & Resources Committee considered a report dealing with ‘revisions to the management of City Hall function bookings’. The Committee decided at that time, inter alia, to discontinue the practice of providing civic hospitality for all external functions and events. This decision was taken primarily on financial grounds, on the basis that it would result in a reduction of approximately £43,000 in rate-borne expenditure to the council in a full year.

3.2       However, since this decision was taken, some concerns have been expressed from a number of sources, as it is suggested that there may be some very limited circumstances in which it may be mutually beneficial to allow this practice to continue. It is suggested that a more nuanced approach may be needed, and therefore that it should still be possible to provide hospitality in the following specific cases only:-

3.3      

a)     function requests which are so closely aligned with and complementary to the Belfast Agenda and the council’s subsisting aims and goals that it would be mutually beneficial to permit the provision of civic hospitality (including alcoholic drinks receptions) up to the previous limit of £500; and

b)     function requests made by smaller but obviously deserving groups (e.g. children’s cancer charities etc) where the hospitality provided would normally be non-alcoholic (i.e. tea/coffee/soft drinks etc) and be limited to a cost not to exceed £2 per person.

3.4       The cost of these provisions would be met from the hospitality budget of the Civic HQ Unit (following the necessary budgetary transfer from the Democratic Services Section prior to the commencement of new processes in April 2017).

3.5       In terms of the modalities of this approach, a set of more detailed processes would be needed.  Applicants would not routinely be offered the opportunity to indicate their wish for civic hospitality on the application form; instead, for the larger external functions which may qualify under 3.3(a) above the process would be that applications felt to meet the initial criteria by Civic HQ would be forwarded to the Director of Development.

3.6       In circumstances where the Director is prepared to endorse the proposed event this would trigger an offer of hospitality to the organisers along with their letter of acceptance.

3.7       For those smaller events and functions which may benefit from the provision of tea/coffee (or exceptionally an alcoholic drinks reception) these would be identified by the Civic HQ Unit and approved by the Director of Property & Projects, and the organizers then informed of this  ...  view the full minutes text for item 8h

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to make Members aware of the Safeguarding Board for NI’s consultation on the Regional Child Protection / Safeguarding Policy and Procedures and to seek Members’ approval of the Council’s draft response.

2.0       Recommendations

2.1       The Committee is asked to;

·        Consider the draft response and approve its submission to SBNI, subject to any comments or amendment provided, with the proviso that the response is subject to full Council approval at its meeting in April 2017.

3.0       Main report

3.1       Background

            The Safeguarding Board for NI (SBNI) are currently consulting on the Regional Child Protection / Safeguarding Policy and Procedures and the consultation period commenced on Friday 23rd December 2016 and will run until Monday 6th March 2017.  Council officers have been in contact with SBNI and have advised them that Council’s final response cannot be submitted until the response is ratified by a full meeting of Council.

3.2       Summary of policy and procedures

A copy of the SBNI Child Protection / Safeguarding Policy and Procedures is attached as Appendix 1 but in summary it is designed to improve the safeguarding of all children and young people living in Northern Ireland and to ensure that there is consistency across all agencies with regard to recognising and responding to potential concerns about a child or young person.

3.3       The Policy and Procedures are grouped under five Sections:

3.4       Within each section there are a number of sub-sections relating to various areas of practice including listening to the voice of the child, how to respond to abuse and neglect and guidance as to how organisations should manage situations where abuse is linked with Faith or belief or where children are subject to abuse via digital media.

3.5       The procedures provide guidance on how agencies should respond where an adult may pose a risk to children and young people and the reporting mechanisms for alerting Social Services and the Police are detailed. Section 4 details the roles and responsibilities of Council as a member agency of the Safeguarding Board and highlights Council’s responsibilities to work in partnership with others to safeguard children and young people.

3.6       Section 5 relates primarily to the medical profession and relates to specific instances of abuse in pre-mobile babies.

3.7       Draft Response

            A copy of the draft response to the consultation is attached as appendix 2 and a summary of the key issues are outlined below.  As the closing date for responses is prior to the April Council meeting it is proposed that the response, subject to any comments or amendments from Members, be submitted with the caveat that it is still subject to ratification at the full Council meeting.

3.8       The Council welcomes the publication of the  ...  view the full minutes text for item 8i

            The Committee adopted the recommendations in relation to the requests for the use of the City Hall and the provision of hospitality as set out below:

Appendix

            The Committee agreed that no charge should be applied to the Belfast Health and Social Care Trust, on behalf of the Parent’s Group at the Royal Belfast  ...  view the full minutes text for item 8j