Agenda and minutes

            Apologies for inability to attend were reported from the Deputy Lord Mayor (Councillor McDonough-Brown) and Councillor Beattie.

            The minutes of the meeting of 21st September 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 October.

            Alderman Rodgers declared an interest in relation to item 2e Request for Cash Flow, insofar as he was a shareholder with Glentoran Football Club, and he left the meeting whilst this item was under consideration.

            The Committee was reminded that the rate setting process for the financial year 2019/20 was currently underway.  An updated report to highlight key issues and scenarios was scheduled to be submitted to the November meeting of the Committee.  In order to allow that report to contain the most current information, it was suggested that the Committee meeting scheduled for November be moved from Friday 16th till Friday 23rd.

            The Committee agreed to the change of date.

            The information contained in the reports associated with the following five 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 Committee meeting during discussion of these items as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (NI) 2014.

            Mr J. Greer, Director of Economic Development, Mr A. Thatcher, Director of Planning and Building Control, and Mrs L. Toland, Head of Economic and International Development, attended in connection with these items.

            Update on the Status of Bank Buildings

            The Committee noted an update on the status of the Bank Buildings which had been provided by the Chief Executive and the Director of Planning and Building Control.

            Animation Proposals

            The Committee considered a report which, as part of the City Recovery Investment Plan, provided details and proposals in relation to a substantial programme of infrastructure and events for the City Centre to drive footfall into the area and in turn drive spend.  The Committee was advised that the programme would run until spring 2019.  However, since the Council was purchasing semi-permanent structures, these would be available to the city for future events programmes. 

            After discussion, the Committee:

1.     noted and agreed the approach for an enhanced level of city infrastructure, programming, and events to accelerate the economic recovery of the City Centre following the Bank Buildings fire;

2.     noted that the total cost of the programme was £1.69m of which £900k would be funded through the existing City Recovery Fund;

3.     agreed, given the immediate need for  implementation, to cash flow the balance of £790k in the first instance;

4.     agreed to consider  a further report on the level of financial support achieved for the Programme from other funders and  any deficit in funding at the Committee in November; and

5.     agreed, in accordance with Standing Order 47 (2) (c), that the decisions be not subject to call-in on the basis that an unreasonable delay could be prejudicial to the Council's or public's interest.

            Update on Primark Fund for Businesses

            The Committee was reminded that, following the fire at the Bank Buildings, Primark had announced on 18th September, 2018 that it would be “donating £500,000 to Belfast City Council’s recover programme as a gesture of good will.  The Council will manage the distribution of the recovery fund to those local businesses impacted by the fire”.

            At its meeting on 5th October, the Committee had agreed a process for the allocation of funds, as well as the funding amounts due to eligible businesses both inside the cordon and outside the cordon but located in those areas worst affected by the fire.  Following that decision, officers had been processing the applications for support from affected businesses.  The Director of Economic Development tabled a report which provided an update on the status of the applications and approvals to date.  The report flagged up also a number of issues that had arisen since the scheme opened. 

            After discussion, the Committee:

·        noted the progress in the processing and allocation of the Primark fund for businesses;

·        noted the issues that had arisen since the opening of the scheme and the internal management and oversight considerations around these issues;

·        agreed that the eligibility criteria be revised to include businesses outside the existing cordon, but which were closed  ...  view the full minutes text for item 2a

            (Mr. J. Tully, Director of City and Organisational Strategy, attended in connection with this item)

            The Committee was reminded that the Council had embarked on an extensive re-organisation over the last couple of years which had resulted in the creation of new high-level structures aligned with the objectives of the Belfast Agenda.  Since then, some Directors had been implementing new departmental structures involving the reconfiguration of some posts within budget.  In addition, as a result of a number of recruitment exercises that had been undertaken involving the use of external advisors and incorporated various assessment centre exercises, a number of appointments had been made which were aligned with Directorate structures.

            The Committee noted the appointments as set out in the report and approved the structural change aligning HR and OD with City and Organisational Strategy Directorate and continued work within Marketing and Communications.

            The Committee noted the contents of a report which provided an update on the plan to reduce the number of Council posts currently filled on a temporary basis and agreed the approach to create more permanency.

            The Committee was reminded that, at its meeting on 17th August, it had considered a report on the progress of the Customer Focus Programmeand had approved the design principles emerging from the Discovery Phase and agreed that those should be used to inform the priorities and development of the evolving customer focus implementation plan.

            The Committee had also agreed that an Elected Member workshop should be held so that Members could be more fully briefed on the emerging findings from the Discovery Phase and to provide Members also with an opportunity to directly influence and shape the development of the evolving customer focus implementation plan.  All Members had been invited to the workshop which had taken place on the 4th October.

            The Director of Finance and Resources reported that, to complete the Customer Focus Discovery phase, a final workshop had taken place on 9th October with the Trade Union co-ordinators.  The emerging findings from the Discovery Phase had been presented and had been broadly welcomed.

            After discussion, the Committee:

·        endorsed the findings of the Customer Focus Discovery Phase as presented by Deloitte;

·        noted that, as previously agreed, the next step in the Customer Focus programme would be the development of a detailed Customer Focus Implementation Plan. The detailed plan would be presented to the Committee in March 2019 for consideration; and

·        agreed that the selection panel for the Programme Director - Customer Focus be comprised of theChairperson and Deputy Chairperson of the Committee (or their nominees) and Councillor Hutchinson, who, along with the Director of City and Neighbourhood Services and the Director of Finance and Resources, would balance the panel in terms of gender and community background.

            The Director of Finance and Resources advised the Members that a request for a cash flow had been received from Glentoran Football Club.  He outlined the rationale for the request, the amount which had been requested and, should the Council be minded to approve it, how any monies might be recouped by the Council.

            After discussion, the Committee agreed that due diligence be undertaken in relation to the request for a cash flow which had been received from Glentoran Football Club.

The Committee agreed to defer consideration of a report on the revision of the Council’s Scheme of allowances and that a letter be forwarded to the Local Government Commissioner for Standards to ascertain clarification on the imposing of sanctions on Councillors who had been found to have breached the Northern Ireland Code of Conduct for Councillors, following the response to which, a briefing on the matter be held for all Members of the Council

            Licence to Install and Operate

            Water Aerator at Maysfield

            The Committee approved entering into a Licence Agreement with Allstate NI Ltd for the installation and operation of a water aerator in the water inlet at Maysfield, subject to terms being agreed with the Estates Unit and the City Solicitor.

            Proposed Appropriation of Beechvale Farm

            The Committee approved the appropriation of Beechvale Farm by the Property and Projects Section from City and Neighbourhood Services, for holding in the Corporate Landbank.

            The Committee agreed also that a report on the land held in the Corporate Landbank be submitted to a future meeting.

Proposed Lease to Northern Ireland Electricity

Networks Ltd (NIE) for a Substation and Cable Wayleave

at Andersonstown Leisure Centre

            The Committee granted the required 999 year lease and cable wayleave to NIE at a nominal/nil rent for the purpose of providing an electricity supply to the new Andersonstown Leisure Centre, with detailed terms to be agreed by the Estates section and the City Solicitor.

            Proposed Acquisition of a Road

            at Sally Gardens, Poleglass

            The Committee approved the proposed acquisition of the roadway known as Sally Gardens Lane from the Department for Communities.

            Jaffe Fountain – Victoria Square

            The Committee approved the extension of the Loan Agreement for the Jaffe Fountain with the owners of Victoria Square for a further period of 15 years from the end of the existing agreement and approved the restoration of the Fountain to provide drinking water in accordance with the terms of the Agreement. 

            The Committee approved and adopted the minutes of the meetings of the area working groups, that is, North Area Working Group 18th September; West Area Working Group, 27th September; and East Area Working Group 4th October.

            The Committee was reminded that, at its meeting on 16th November, 2007, it had agreed the discretionary policies the Council would operate under the provisions of the Local Government (Early Termination of Employment) (Discretionary Compensation) Regulations (Northern Ireland) 2007.  Subsequently, at its meeting on 17th February, 2017, the Committee had agreed the discretionary policies that Belfast City Council would operate in relation to the Local Government Pension Scheme Regulations applicable at that time.

            The Director of Finance and Resources reported that the Council was periodically notified by NILGOSC where specific areas of discretionary policy were required to be updated.  Accordingly, the policy statement on discretionary policies had been updated with the following amendments:

·        updated monetary amounts with current figures, where appropriate;

·        the inclusion of reference to the 85-year rule, to align the discretionary policy for employees who are active members after the 31 March, 2015 and members who cease active membership after the 31 March, 2015;

·        clarification of the treatment of employer contributions in calculating statutory redundancy payments.

            The Committee approved the policies on the discretions to be exercised under the Local Government Pension Scheme Regulations as set out.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       To propose a draft response to the Department of Finance consultation on ‘Public Service Pension Valuations and Employer Cost Cap Amendment Directions Northern Ireland.’

2.0       Recommendations

2.1       The Committee is asked to:

·        Agree that the draft letter (Appendix 2) be issued to the Department of Finance in response to the consultation.

3.0       Main report

            Key Issues

3.1       In 2015, following the review by Lord Hutton, changes were introduced to public service pensions, including the Northern Ireland Local Government Officers Superannuation Committee (NILGOSC) Local Government Pension Scheme (LGPS). These involved a shift from a ‘final salary based’ pension, to a ‘career average’ pension and an increase in retirement age.

3.2       The changes also introduces an employers’ ‘cost cap’ to protect against unforeseen changes in pension scheme costs.

3.3      Under the ‘cost cap’ arrangements the employers’ scheme costs, are valued over the next three year period and employee benefits are then either increased or decreased if the valuation is more than 2% above or below the cost cap target. The cost target for the LGPS was set at 17%.

3.4       The Department of Communities has advised that the revised cost cap for the LGPS is likely to be more than 2% below the benchmark, meaning that scheme benefits will improve and therefore the costs of the scheme will increase.

3.5       The majority of public service pension schemes are unfunded i.e. where no assets are set aside for future liabilities and benefits are financed when they are paid. While the cost cap applies to all public sector schemes, its main aim was to limit the employer costs of unfunded schemes.

3.6       The Local Government scheme is a funded scheme i.e. funds are collected through employee and employer contributions and investment in assets are made to plan to meet the costs of accrued benefits. The employer’s contribution rate is set after each Triennial Valuation. The cost cap mechanism is a separate process to the Triennial Valuation.

3.7       The NILGOSC Chief Executive has written to the Department of Finance in response to the consultation referring to the serious disconnect between the Government ‘cost cap’ process and the Local Government Pension Scheme valuation used to set employer rates. The response has It highlighted that the ‘cost cap’ process was introduced to protect public funds but it appears that, as a result of its implementation, scheme benefits will become more generous and therefore the cost of the scheme will rise, the polar opposite of Government’s original intention.   

3.8       The NILGOSC Chief Executive has suggested that Employers should also make their views known to the Department.

3.9       The closing date for consultation submissions is Friday 19 October 2018.

3.10     Financial & Resource Implications

            Potential additional costs of increased benefits arising from the recalculation of the cost cap.

3.11     Equality or Good Relations Implications/Rural Needs Assessment

            None.”

            The Committee adopted the recommendations.

The Committee:

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

·        granted delegated authority to the appropriate Director using pre-agreed criteria to accept the most economically advantageous tender; and

·        agreed to accede to Standing order 55(a) - exceptions in relation to contracts by direction of the Council acting on the recommendations of a Chief Officer that the exception is justified in special circumstances for the contract set out in Appendix 1, Table 2;

Appendix 1 - Schedule of tenders for consideration

Table 1 – New tenders

Table 2 Direct Award Contracts (Single Tender Action)

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 8th October and agreed to the following:

            Update and Review of the Shared City Partnership

            To endorse the appointment of Mr. Jim Donnelly to represent the community and voluntary sector for the west of the City on the Shared City Partnership.

            Outcomes Monitoring Report

            That the Good Relations Unit proceed to adopt the recommendations in relation to the monitoring of the Good Relations outcomes and that they be communicated to other partners where appropriate.

            The Committee was advised of an offer of a statue to the City of Belfast which had been received from Stena Line, along with a funded programme regarding non violence for young people.

            The Committee agreed that officers explore options with Stena Line and a further report be submitted to the Committee in due course.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To advise members of the Council funded initiatives which have been agreed to mark the centenary of the end of World War 1 and to ask for consideration regarding the lighting of a beacon on 11th November as part of ‘A Nation’s Tribute’ project.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the agreed programme of events and advise if they wish to support the  lighting of a beacon on 11th November 2018 as part of the ‘A Nation’s Tribute’ project. 

3.0       Main report

3.1       Members will be aware that a comprehensive outline series of themes has been developed in relation to marking the Decade of Centenaries from 2018-22 which Council has previously approved.

3.2       Members will also be aware of the wider Centenaries programme contained within the PEACE IV Plan. This programme will be an engagement programme within communities, whereas the Council’s programme will be more of a Civic Programme of events as has been the case thus far. Corrymeela have been awarded the contract and delivery of this programme has now commenced.

3.3       The following initiatives have been undertaken or are being supported by the Council:

1.      23 August – 16 September 2018 – Shrouds of the Somme – an art piece displayed in the Cenotaph, which commemorated the thousands of servicemen from the Ulster and Irish regiments, or from Belfast, who died in the Battle of The Somme and have no known graves.

2.      Friday 12 October 2018 – Greater Love.  Council in association with New Irish Arts is hosting the final performance of Greater Love in City Hall - Stories, music and images to commemorate the centenary of the end of World War 1.  All Members of Council were invited to this event.

3.      Friday 9 November 2018– Inspire Event at City Hall.  This event is part of a wider series of high profile and simultaneous events that will take place in Cathedrals and other public venues across GB, designed for children and young people, on that date. These events will mark the centenary of the end of the ‘Great War’ and are designed to inspire a new generation of young people to take positive action to work for peace and conflict resolution, not only across the world, but also in their own communities. The Corrymeela Community are delivering the main Inspire event in Northern Ireland, with funding and other staff support from the Council’s Good Relations team.

4.      A further two initiatives regarding the centenary of World War 1 have been funded through the City Growth and Regeneration Committee under the Events and Festivals Funding: A concert in the Waterfront Hall marking the Centenary and a community programme which will be undertaken throughout the year entitled ‘Every Day Remembered’.

5.      Council will host the annual ceremony to mark Remembrance Day at the Cenotaph on Sunday 11 November at 11 am and as this falls on Armistice Day  ...  view the full minutes text for item 6c

            The City Solicitor submitted for the Committee’s consideration the following report:

“1.0      Purpose of Report 

1.1       The purpose of this report is to:

·        seek approval from the Strategic Policy and Resources Committee for the draft response to the NILGA Consultation paper ‘Devolution within Northern Ireland’.

2.0       Recommendations

2.1       It is recommended that Committee:

·        notes and reviews the attached New Policy Institute (NPI) Report by NILGA at Appendix 1

·        notes the list of neighbourhood services at Appendix 2

·        notes the illustrative timeline at Appendix 3

·        approves the draft council response at Appendix 4 subject to any amendments

3.0       Main Report

3.1       The Northern Ireland Local Government Association (NILGA) has commissioned and published a ‘Devolution within Northern Ireland’ report completed by the New Policy Institute (NPI). 

3.2       This evidence based report, drawing on direct communication with all strands of government and wider society, together with policy and data benchmarking across all neighbouring jurisdictions, is provided to the Council for corporate comment by 26 October 2018 (deadline extended by one month from previous deadline of 28 September). 

3.3       The purpose of the consultation is twofold:

i)       to inform the existing and future legislative and resource actions to enhance the role of Councils in Northern Ireland

ii)     to take actions with partners in government and more widely to strengthen the sustainability and value of local government in Northern Ireland

3.4       NILGA have indicated that they will reconvene with all councils, individually and collectively, in the first quarter of 2019 in terms of a Regional Policy Framework, which will be a vital tool for the new councils beyond May 2019.

3.5       Neighbourhood services refers not to any geographic provision of services but to the overall range of different services traditionally provided by local authorities across the entire district (i.e. water safety, food safety, waste collection, waste disposal, etc.). 

3.6      A list of these neighbourhood services is contained within the attached NPI report and has been separately listed at Appendix 2 to this report.

            Corporate response

3.7       An initial draft corporate response was prepared for the SP&R meeting of 21 September.

3.8       Prior to the meeting NILGA advised councils of their decision to extend the deadline by one month to 26 October.  The Committee decided to defer the paper to allow Members more time to consider the consultation and recommended that officers provide an updated corporate response to the October SP&R meeting.

3.9       Meetings with individual party groups has shown that there may be differences of opinions in terms of the transfer of specific functions such as social regeneration, housing functions and highways and transportation.  Rather than addressing these differences in our corporate response, it may be more appropriate that individual political parties provide their own response to NILGA on those issues for which an agreed council position may not be possible.

3.10      Officers have prepared an amended draft corporate response to the NPI report (Appendix 4) taking into consideration the input received over the past few weeks.  In summary the main points of  ...  view the full minutes text for item 6d

            The Committee was reminded that the Brexit Committee, at its meeting on 20th September, had agreed “That an all-Party delegation from the Council undertake a visit to Brussels to engage with EU officials to represent the views of the Council in relation to Special Designated Status, remaining in the single market and the Council’s position on the Backstop; and to engage with EU Funding Bodies about our future participation in EU Funding Programmes.”

            At that meeting, the Committee had noted that it did not have a budget and that any expenditure agreed by that Committee would have to be approved by the Strategic Policy and Resources Committee.

That decision was ratified by the Council at its meeting on 1st October.

            Subsequently, at its meeting on 11th October, the Brexit Committee had considered a report on the proposed visit and approved the proposed objectives and logistics for the all-Party delegation visit to Brussels, subject to point six being amended to include Irish cities as well as UK cities and to the Lord Mayor or Deputy Lord Mayor accompanying the delegation.

            A budget of up to £9,000 was required to be approved by the Committee to enable the visit to take place, which would be covered from the existing Place and Economy departmental budget.

Proposal

Moved by Councillor Reynolds,

Seconded by Councillor Craig,

      That the Committee agrees not to approve a budget to be made available for an all-Party delegation from the Council to undertake a visit to Brussels.

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

Further Proposal

Moved by Councillor McAllister,

Seconded by Councillor Long,

      That the Committee agrees to approve the expenditure associated with an all–Party visit to Brussels to include one representative from each of the six main parties on the Council

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

            The Committee approved the recommendations in respect of applications received up to 9th October, 2018 as set out in the following appendix:

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of of 11th October.

            The Committee noted the minutes of the meeting of the Active Belfast Ltd. Board of 8th October.

            The Committee approved and adopted the minutes of the meeting of the North Foreshore Steering Group of 15th October.