Agenda and minutes

            Apologies for inability to attend were reported from Aldermen Browne and Spence and Councillors Long, McAllister and Reynolds.

            The minutes of the meetings of 5th and 19th October 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 November.

            No declarations of interest were recorded.

            The information contained in the reports associated with the following 5 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.

            The Director of Finance and Resources submitted a report which provided an update on the development of the revenue estimates for 2019/20 and which advised the Members of the next steps in the rates setting process.

            The Director highlighted the seven key elements to setting the rate, the current estimates position, including the recommended growth proposals, the business as usual costs pressures, the efficiency programme and additional efficiencies and the recommended departmental growth proposals.

            After discussion, it was

Moved by Alderman Haire,

Seconded by Councillor Craig,

      That the Committee:

1.      notes the update on the development of the revenue estimates and the setting of the district rate;

2.      notes that party group briefings had been arranged for the week beginning 26 November 2018, with a further report on the setting of the district rate being brought to the Committee at its meeting on 14 December 2018;

3.      agrees that a charge for the Bulky Household Waste Service would not be considered as part of the efficiency savings for the next financial year;

4.      agrees that savings in the sum of £507k in agency and overtime costs be included as part of the efficiency programme; and

5.      agrees that the target for the rates increase for 2019/20 be in the region of 1.98%.

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

            The Committee considered a report which provided an update on the activity underway to support the City Recovery Programme, focusing on the period to the end of  December, 2018.  It was reminded that approval for the works and the associated budget had been agreed by the Committee at its meeting on 19th October.  Since that time, officers had had to work quickly in order to ensure that all relevant licences, statutory approvals and consents were in place and that the attraction and activities had been procured and mobilised, with an enhanced marketing campaign in place.

            The Committee was then provided with an update on the following areas:

·        the cordon

·        city marketing

·        city animation, infrastructure, major attraction and events

·        the allocation of the funding provided by Primark towards a Business Support Fund for affected traders in the vicinity of the building

·        the planned incentive approach to help drive the additional footfall towards the existing retail and hospitality offer in the city.

            After discussion, the Committee noted:

1.      the update on the construction work, the cordon and the protected walkway;

2.      the update on the city marketing, street animation, major attractions and environmental improvements to enhance the vibrancy and increase football in the city centre;

3.      the progress on the allocation of the funds from the Primark Business Support Fund; and

4.      the update on the proposed incentive scheme, including the timeline for implementation.

            (Mr. A. Thatcher, Director of Planning and Building Control, attended in connection with this item.)

            The Committee considered a report in relation to an application for outlined planning permission for new retail development at Sprucefield Park, Lisburn which had been submitted to Lisburn and Castlereagh City Council.

            The Committee:

1.      noted the submission of the application for outline planning permission for new retail development at Sprucefield Park, Lisburn and the holding letter of concern which had been submitted by the Strategic Director for Place and Economy; and

2.      agreed that the Party Group Leaders from the Council should meet with their counterparts in Lisburn and Castlereagh City Council to discuss the issues at the earliest opportunity.

            The Committee was reminded that the Council managed a substantial physical programme under a range of funding streams.  In this regard, a report was submitted to the Committee which provided an update on the current status of the Programme and the emerging implications for future investment decisions, particularly the potential impact on the rate.

            It was pointed out that the report required to be considered in conjunction with the paper submitted earlier in the meeting on the rate-setting process.

            The Committee:

            General

·        noted the proposal that a further tour of physical projects for Members be organised;

            Rates Impact

·        noted that to deliver the agreed projects on the Capital Programme (including all the Stage 2 – Uncommitted projects and the required Stage 1- Emerging projects) and the Destination Hub - Belfast Story under City Deal would necessitate a phased rates increase of 0.66% per annum from next year;

·        noted that the emerging ‘wish list’ of projects would require a substantial rates increase to deliver and that that did not allow for any financing to support future neighbourhood projects;

            Next Steps

·        noted that there were sufficient projects already agreed on the current programme to guarantee delivery for at least the next three years and that, given this, and in light of the affordability issues, agreed the proposed next steps as set out in paragraph 3.16 of the report.

            The Committee was reminded that, at its meeting on 23rd June, 2017, it had been provided with an update report which summarised the work that had been ongoing in relation to the City and Neighbourhood Services Change Programme, together with the proposed approach regarding next steps.  The Strategic Director of City and Neighbourhood Services submitted for the Committee’s consideration a further progress update, which  focused on work and activities that were currently being prioritised.

            The Committee:

·        noted the contents of the report and the significant progress achieved in relation to the City and Neighbourhood Services Change Programme; and the continuing of Business as usual during this transition;

·        noted the appointment of Rose Crozier to the post of Interim Programme Director – Customer Focus and agreed that Alderman Rodgers, Councillor Carson and Councillor Graham be appointed to the selection panel to recruit her replacement post of Operational Director in the City and Neighbourhood Services Department; and

·        agreed to advertise this post externally, potentially with the assistance of executive search, for a period of 3 years, with the possibility of extension and/or permanency at the end of that period. 

Motion: “On the Ball” Campaign

            The Committee agreed to defer consideration of the motion to allow the proposer (Councillor O’Neill) to be in attendance.

Motion: “No Grey Zone” Campaign

            The Committee agreed to defer consideration of the motion to allow the proposer (Councillor Nicholl) to be in attendance.

Motion: Definition of Antisemitism

            The Committee was reminded that, at the meeting of the Council on 1st November, the following motion, which had been proposed by Councillor Craig and seconded by Councillor Boyle had, in accordance with Standing Order 13(f), be referred to the Committee for consideration.

“Antisemitism is a certain perception of Jews, which may be expressed as hatred towards Jews.  Rhetorical and physical manifestations of antisemitism are directed towards Jewish or non-Jewish individuals and/or their property, toward Jewish community institutions and religious facilities.”

            The Committee agreed that a report be submitted to a future meeting on how the wording of the motion would impact on the Good Relations Strategy and associated policies.

            It was pointed out that the Good Relations Strategy was scheduled to be considered later in the meeting under the minutes of the meeting of the Good Relations Partnership and accordingly, given the decision in relation to the motion, it was agreed that that part of the minutes be deferred until a future meeting.

            The Committee agreed to defer consideration of the motion to allow the proposer (Councillor O’Neill) to be in attendance.

            The Committee agreed to defer consideration of the motion to allow the proposer (Councillor Nicholl) to be in attendance.

            The Committee was reminded that, at the meeting of the Council on 1st November, the following motion, which had been proposed by Councillor Craig and seconded by Councillor Boyle had, in accordance with Standing Order 13(f), be referred to the Committee for consideration.

“Antisemitism is a certain perception of Jews, which may be expressed as hatred towards Jews.  Rhetorical and physical manifestations of antisemitism are directed towards Jewish or non-Jewish individuals and/or their property, toward Jewish community institutions and religious facilities.”

            The Committee agreed that a report be submitted to a future meeting on how the wording of the motion would impact on the Good Relations Strategy and associated policies.

            It was pointed out that the Good Relations Strategy was scheduled to be considered later in the meeting under the minutes of the meeting of the Good Relations Partnership and accordingly, given the decision in relation to the motion, it was agreed that that part of the minutes be deferred until a future meeting.

            The Committee was reminded that the Council’s Standing Order 1 stated that:

“Monthly meetings of the Council would be held on the first working day of each month except in August.  Monthly meetings shall not, however, take place on a Bank or Public Holiday, Friday, Saturday or Sunday, but shall be held on the next following weekday instead.”

            It was reported that, in previous years, Members had often commented that the dates scheduled for the monthly meetings of the Council around the New Year holiday period meant that some cannot attend due to holiday commitments.  The same could be said for officers, some of whom were also on holiday around those times.

            In 2019 the January meeting of the Council was scheduled to be held on Wednesday, 2nd January, the first working day following the New Year public holidays.  There would not be any difficulty in moving this meeting to Monday, 7th January at 6.00 p.m. as no other meetings were scheduled for that date. 

            Subsequent to that, the May meeting of the Council was scheduled to be held on Wednesday, 1st May, which was the day before the Local Government Election 2019 Polling Day.  The Members would be aware that this was a very busy period for both Members undertaking canvassing duties and for Council officers responsible for election duties, in particular, the organisation of the verification process, which would take place immediately after the close of polls, and the Counting of Votes which would commence the day after Polling Day. 

            It was therefore proposed that the May meeting of the Council be brought forward by 1 week and held on Monday, 29th April at 6.00 p.m.

            That would mean that the Schedule of Council meetings for January to May, would be as follows:

            Monday, 7th January at 6.00 p.m.

            Monday, 4th February at 6.00 p.m.

            Monday, 4th March at 6.00 p.m.

            Monday, 1st April at 6.00 p.m.

            Monday, 29th April at 6.00 p.m.

            The Committee approved the schedule of dates for meetings of the Council from January to May, 2019.

            The Committee approved the following schedule of meetings for January to April 2019, which would commence at 9.30 a.m:

Friday, 11th January – Special meeting (if required) to discuss the District Rate for 2019/20

            Friday, 25th January

            Friday, 22nd February

            Friday, 8th March – Special Quarterly meeting: Belfast Agenda

            Friday, 22nd March

            Friday, 12th April

            The Committee was reminded that, at its meeting on 22nd September, 2017, it agreed to apply the D’hondt method of proportionality to identify which Parties would be entitled to nominate persons for consideration for appointment to the office of High Sheriff over a Council Term.

            The Committee had decided also, as it was half way through a Council Term, to take account of the Parties that had already held the position in 2016 (UUP) and 2017 (DUP).  Therefore, the D’hondt order of Parties for the next 2 years was as follows:

1.      Sinn Fein

2.      Sinn Fein

3.      Alliance

4.      SDLP

5.      DUP

            The Committee was reminded also that, at its meeting on 24th November 2017, it had established deadlines by which Parties entitled to nominate must do so or the choice would pass to the next Party on the D’hondt table.

            The next choice fell to the Democratic Unionist Party and it has decided to nominate Alderman Tommy Sandford for consideration for appointment as High Sheriff for 2019.  It was pointed out that the decision on the appointment was taken by the Secretary of State for Northern Ireland. 

            The Committee noted that Alderman Tommy Sandford had been nominated for consideration for the appointment as High Sheriff for 2019.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To consider initial arrangements for the Local Elections in May 2019.

2.0       Recommendations

2.1       The Committee is recommended to:

·        Note the information on the Local Election timetable;

·        Agree that the Election Count venue will be the City Hall; and

·        Agree the dates upon which each count will be held, as set out in paragraph 3.3.3 of the report

3.0       Main report

3.1       Key Issues

3.1.1     The Local Elections will be held on 2nd May 2019, with the counts being held on 3rd and 4th May 2019.  The election timetable is attached at Appendix 1 for information

3.1.2     There are some early decisions which the Council is required to take to allow officers to make early preparations.

3.2       Count Venue

3.2.1     The counts for the 10 District Electoral Areas (DEAs) in the Belfast District will take place on Friday 3rd and Saturday 4th May.  The suggestion is that 5 counts will take place on each day and it is recommended that the Committee agree that the venue for all of the counts will be the City Hall.  This would require 3 counts to take place in the Great Hall and 1 each in the Banqueting Hall and the Reception Room.

3.3       Order of Counts

3.3.1     It is recognised that most Members would prefer the count for the DEA in which they are standing to take place on the Friday rather than the Saturday.  In deciding which 5 DEAs should be counted on the Friday, there are some logistical matters which need to be taken into account:

·        The Reception Room is being used as a count venue and it is significantly smaller than the other count venues in the City Hall.  The Banqueting Hall is the largest of the venues being used.

·        The 10 DEAs do not all elect the same number of councillors.  Black Mountain and Ormiston DEAs elect 7 members each; Balmoral and Botanic DEAs elect 5 members each; and Castle, Oldpark, Court, Collin, Lisnasharragh and Titanic DEAs each elect 6 members.

3.3.2     It is accepted that the number of members to be elected to a DEA does not necessarily mean that the count will take less time to complete but that is the only variable which can reasonably be used to assess which counts should be held in which venue.  Accordingly it is suggested that the following breakdown is agreed:

            Reception Room – Balmoral and Botanic DEAs (5 members each)

            Banqueting Hall – Black Mountain and Ormiston DEAs (7 members each)

            Great Hall (1) – Castle and Oldpark DEAs (6 members each)

            Great Hall (2) – Court and Colin DEAs (6 members each)

            Great Hall (3) – Lisnasharragh and Titanic DEAs (6 members each)

3.3.3     When the Committee agreed in 2014 which counts would be held on which day it was agreed also that the counts held on the Saturday in 2014 would be held on the Friday in 2019.  Therefore,  ...  view the full minutes text for item 4d

            The Committee was advised that the Licensing Committee, at its meeting on 20th November, had considered a report on The Houses in Multiple Occupation (HMO) Act NI 2016, due to commence on 1st April 2019.  This would transfer the responsibility for the Houses in Multiple Occupation (HMO) registration scheme from the Northern Ireland House Executive to local district councils.  It also created a new licensing system which required landlords to demonstrate that they were a fit and proper person to be a HMO landlord.

            Following the decision of the Licensing Committee, the Committee :

·        agreed to amend Standing Order 37 (d) Duties of Committees – Licensing Committee to give effect to the Licensing Committee having delegated authority as set out: 

37. Duties of Committees

(d) Licensing Committee

(vii)  The Houses in Multiple Occupation (HMO) Act NI 2016

The Licensing Committee assumes responsibility for determining those applications for a house in multiple occupation and should only consider objections to an application in instances where the objector would be materially affected by the existence of a House in Multiple Occupation; where variation of a licence is required, in the determination of a fit and proper person check, and in the revocation of licences, except where in the public interest the Director, in consultation with the City Solicitor, considers that there are particular circumstances which make it necessary to suspend a licence immediately; and

·        agreed to the amendment to the Scheme of Delegation, as follows:

The Strategic Director of City and Neighbourhood Services is responsible for exercising all powers in relation to the issue, but not refusal, of HMO Licences, excluding provisions relating to:

§  applications for the grant, renewal, transfer or variation of licences where  objections are received;

§  applications where officers believe there may be an issue in relation to the fitness of the applicant to hold a licence;

§  approving any guidance documents;

§  setting of licence fees;

§  revocation of licences, except where in the public interest the Director, in consultation with the City Solicitor, considers that there are particular circumstances which make it necessary to suspend a licence immediately.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to provide an update on progress of the proposals for the Transport Hub and to confirm the Council’s corporate support for the Transport Hub development.

2.0       Recommendations

2.1       Members are asked to note the update in relation to the planning application for the proposed Transport Hub and its strategic importance in the regeneration and growth of the city. In light of its strategic and economic significance, Members are asked to provide their support to the proposed development and to note that this is in the context of the comments already made from a planning perspective, as agreed by the Planning Committee on 11 September 2018 and 17 October 2017.   

            Members are also asked to note that the future proposals for the wider Weavers Cross regeneration will be brought to both the City Growth & Regeneration Committee and to the Planning Committee in due course. This will of course consider neighboring communities.

3.0       Main report

            Background

3.1       The proposed Belfast Transport Hub and wider Weavers Cross regeneration is a transport-led regeneration project which will ultimately involve the redevelopment of the Europa Bus Centre, Great Victoria Street Railway Station and surrounding NI Transport Holding Company (NITHC) land. It is proposed that this 20 acre mixed-use development site will comprise a multi-modal transport hub alongside commercial, leisure and residential facilities.

3.2       NITHC served a Proposal of Application Notice (PAN) on the Council in October 2016 in respect of both the Transport Hub (PAN deemed acceptable) and the wider Weavers Cross Regeneration proposal (PAN deemed not acceptable and expected to be re-submitted).  Subsequently a planning application was received for the new integrated Transport Interchange element only on 16th June 2017. This was called in by the Department for Infrastructure on 26th June 2017 due to its regional significance and it is still under consideration. Consequently, the proposed development now consists of two separate elements:

·        Transport Hub; and

·        Wider masterplan development scheme (Weavers Cross)

            Transport Hub

3.3       As noted above, in June 2017 NITHC submitted a full planning application (LA04/2017/1388/F) for a new integrated transport interchange comprising:

·        station concourse;

·        26 bus stands;

·        8 railway platforms;

·        bus maintenance and parking;

·        track and signalling enhancements;

·        bus access bridge;

·        cycle and taxi provision;

·        car parking;

·        new public square and public realm improvements;

·        highway and infrastructure improvements; and

·        temporary structures and compounds for bus operations during construction.

3.4       The application is currently being considered by DfI and a decision is expected before the end of 2018. The Council, as the local planning authority, responded formally to the consultation supporting the application, following meetings of the Planning Committee on 17th October 2017 and 11 September 2018.

            Key Issues. 

3.5       By way of policy background, the Belfast City Centre Regeneration and Investment Strategy (BCCRIS) sets out the Council’s collective ambition for the continuing growth and regeneration of the city core and its surrounding  ...  view the full minutes text for item 5a

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To update Committee on the £850m investment Programme agreed for Belfast Region City Deal (BRCD) and to outline next steps including the signing of the Heads of Term document and the arrangements that need to be put in place to deliver the Programme. 

2.0       Recommendations

2.1       The Committee is asked to note;

·        The successful BRCD bid which has secured at least £850m investment programme for the region.

·        Next steps including the signing of the Heads of Term and the need to establish resources to further develop and deliver the investment programme.

3.0       Main report

3.1       Members will be aware that a major programme to enable the development of the Belfast Region City Deal (BRCD), in accordance with the requirements of the Ministry for Housing, Communities and Local Government (MHCLG), resulted in the submission of the BRCD proposition document to NIO and UK government on 30th September 2018. 

3.2       A number of weeks negotiation and engagement took place including a successful event in Westminster where all the partners came together to present the proposed programme and projects to political and business representatives.   

3.3       In his budget on 29th October 2018 the Chancellor announced a commitment of £350m from UK government to the (BRCD), levering at least £350m from NI regional government, £100m from the BRCD councils and £50m from the two universities.  This provides a starting funding package of £850m which will be further enhanced by at least £150m private sector investment, providing the BRCD with a 10 year £1billion Programme of Investment. 

            Programme Update

3.4       The BRCD comprises of approximately 22 projects across the investment pillars of Digital / Innovation, Infrastructure and Tourism led Regeneration underpinned by a significant employability and skills programme.  Each of the capital projects will require significant resources in their own right but the benefits of the deal can only be realised when managed and delivered at an overall programme level.  It is anticipated that BCC will be expected to act as the lead authority and accountable body, and therefore will now be required to work with the BRCD partners to put in place the appropriate management structures to manage and deliver this £1billion Investment programme in areas including;

·        Governance and Decision Making

·        Financial Planning and Management

·        Programme and Project Management

·        Performance Monitoring and Assurance

·        Communication and Engagement

3.5       All of these strands will not only need to build on the partnership arrangements already established at programme level but will have to be tailored at investment pillar level given the size and complexities of the projects and to ensure synergies at pillar and programme level.

3.6       In addition specific city region structures will need to be established to develop the Digital strand of the programme, given that this is not owned by a specific partner, the specialist nature of the projects and  ...  view the full minutes text for item 5b

            The Committee considered the following report :

“1.0      Purpose of Report or Summary of main Issues

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

2.0       Recommendations

2.1       Members are asked to–

            Project Updates

·        Kerbside Collection Scheme – Pilot - agree that the Council submits an application for funding to DAERA for100% of the funding for the infrastructure required to support a kerbside collection scheme pilot.  Further details on the proposed pilot will be brought back to Members in due course (see 3.2 & 3.3)

·        New cleansing vehicle – City Centre – agree that up to £140,000 from non-recurrent is ring-fenced for the acquisition of a new cleansing vehicle for the city centre.  The Director of Finance and Resources has confirmed that this is within the affordability limits of the Council (see 3.4 & 3.5)

·        Members are further asked to agree that the necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) for both projects above be initiated with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

·       Hammer Playground Development – agree that this is moved to Stage 3- Committed on the Capital Programme (3.7)

·        Connswater Community Greenway - agree to the Council entering into a legal agreement for a period of 10 years with CCGT for the delivery of an annual animation programme funded by Big Lottery, subject to a legal agreement being drawn up by the City Solicitor in agreement with the Strategic Director of CNS (3.8-3.9).

·        External Funding - note that a number of letters of offer for projects have been received from DEARA/Urban Villages/DfC and that Council officers are now progressing these (see 3.11)

3.0       Main report

            Key Issues

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

            Project Updates 

3.2       Kerbside Collection Scheme – capital infrastructure to support a pilot - The project involves the purchase of the equipment necessary to pilot the proposed kerbside collection scheme for dry recyclables and food waste across the city including two vehicles and associated bins. This scheme is necessary to deliver the Council’s Waste Framework document and is aimed at cost-effectively maximising diversion of waste from landfill and boosting recycling rates to meet the challenging legislative targets.  ...  view the full minutes text for item 6a

            The Director of Property and Projects submitted for the Committees consideration the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to highlight the overall LIF programme outcomes to date and the feedback on the LIF Event which was held to mark the extent of the projects delivered under the Council’s highly successful £9m Local Investment Fund (LIF) Programme.

2.0       Recommendations

2.1       The Committee is asked to;

·        note the update on the currentstatus of the £9m LIF programme as at 3.2 below whichhas provided support to132 projects across the city with97 projects alreadycompleted andanother 22 eitheron theground orat tenderpreparation stage

·        note the significant impacts and outcomes that have resulted from the LIF programme for local neighbourhoods across the city (see 3.4 and 3.5 below)

·        note that the LIF Event which was held at City Hall on 25th October 2018 was highly successful and has received extremely positive feedback from both local community groups and Members

·        note some of theLIF communication and engagement initiatives and video/ testimonialsfrom groupswho havereceived LIFfunding

3.0       Main report

            Key Issues

3.1       LIF Overview

            In April 2012, the Council launched a £5m LIF programme designed to support neighbourhood projects to help regenerate local areas. The LIF was part of the Council £150m Investment Programme to counter the effects of the economic downturn and the key aims of the initiative included boosting the local economy, supporting business, creating employment and training opportunities and supporting capital projects across the city. Following the success of the LIF1, the Council in 2015 agreed to extend the LIF programme with a further £4m allocated to LIF2 making the overall investment of £9m to local areas.

3.2       Members are also asked to note that LIF represented a new way of working for the Council both at a Councillor level and internally at officer level.

·        Councillors – the Councillors have played a key role in bringing forward LIF proposals and making recommendations to SP&R on investment decisions for local areas through the LIF. This underlined the important role of local councillors and their ability to deliver for the local communities. At its heart, the establishment of the LIF allowed Members the opportunity to fund a wide range of diverse schemes across the city with the common purpose of improving lives in local areas.

·        Officers – Members will be aware that a thorough due diligence process was put in place around LIF projects which was supported by a cross-departmental due-diligence group.  This Group has represented real collaborative working at its best across the Council

3.3       LIF- Current Status

            To date 132 projects have received in principle support under LIF through LIF1 and LIF2. A summary of the current status of the LIF programme is outlined below;

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To obtain agreement on a way forward in regard to various motions regarding celebratory and /or commemorative stained glass windows in City Hall.

2.0       Recommendations

2.1       The Committee is asked to

·        decide which windows, if any, it wishes to go forward with,

·        agree to establish the relevant subject matter working groups as required;  and

·        decide on location and budget.

3.0       Main report

            Key Issues

3.1       The current situation in regard to stained glass celebratory / commemorative windows in City Hall and original historic windows is as follows:

·        On the ground floor, there are 12 ‘themed’ stained glass windows. All but one of these are in areas of the City Hall considered as public areas. The ‘Women’s History’ window is just beyond the doors and the point where security ask visitors to register before going to BDM (North West corridor).

·        On the first floor, there are 3 themed windows on the Rotunda and then a further 46 historic windows original to the building across the Chamber, Function Rooms and 2 main staircases. There is also a number in non-accessible areas such as Whispering Gallery, kitchens, parlour etc.

3.2       The various themed categories of the 15 windows installed since the building opened in 1906 can be categorised as follows:

            Celebratory;

·        City Hall Centenary 2006

·        Celtic Myths & Legends 2012

·        Women’s History 2016

            Commemorative;

·        Pathways 2005

·        Famine 1999

·        Dockers Strike 2007

·        Spanish Civil War 2015

·        Sir Crawford McCullagh 1951

·        Lady McCullagh 1951

            Military/ Security Forces

·        North Irish Horse WW1 1925

·        North Irish Horse WW2 1962

·        King’s Tribute 1920

·        RUC 1999

·        British Army 1993

·        UDR 1992

3.3       There is no particular order to the display of windows but on the ground floor working from East to West the unveiling years were [2006, 2005, 1999, 2007, 2012, 2015, 1925, 1962, 1992, 1993, 1999, 2016] with colours relating to themes in paragraph 3.2.

3.4       There have been four notices of motion regarding stained glass windows in recent years a number of which are outstanding primarily due to a lack of focus in terms of the groups following these up or lack of referral to a specific officer.  PGL has since tasked me with drafting this paper to resolve outstanding issues. 

3.5       In essence a summary of the four proposed windows is set out below:

·        Recognition of the Health Service in Belfast was referred to the Diversity Working Group in May 2016. The Group made no specific proposals for this window but agreed it should be part of a discussion on City Hall grounds. It was discussed at a Review of City Hall Grounds meeting on 30 September 2016 but no definitive action was agreed at that time. The Diversity Group was abolished after its last meeting in September 2016 and no specific political discussion has taken place since regarding this matter.

·        The concept of a window to celebrate the contribution that sport has made to Belfast and to Northern Ireland  ...  view the full minutes text for item 6c

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       This report sets out a proposal to bring forward a pilot public realm project in partnership with DfC utilising a proportion of developer contribution monies that were specifically identified for public realm purposes arising from developments at College Street/Queen Street and College Avenue.   The Council has granted planning permission for two Purpose Built Managed Student Accommodation schemes at No. 41-49 and 24-30 College Street Queen Street; and No. 78 College Avenue.  Both permissions were subject to legal agreements between the Council and the developer that secure developer agreement monies that is specifically to be utilised towards public realm improvements in the vicinity of these two developments. There is also an identified timeframe within which these monies must be spent.

1.2       Developer contributions are a planning tool used to mitigate the impacts of new development and ensure that development is supported by the right level of infrastructure.  They can only be required where they are necessary to make the development acceptable and, once secured, are ring-fenced for the purpose to which they were sought. In most cases to date, the developer contributions have taken the form of financial contributions for the enhancement of public realm in the city centre to mitigate the impacts of increased footfall and to improve connectivity.  The Council has recently completed consultation on its draft Developer Contributions Framework which may widen the scope of developer contributions in the future.  However, the legal agreements that are currently in place in respect of previous developer contributions set out the specific purposes that these monies must be used for and in the current proposed pilot project this is specifically for public realm in the vicinity of the two developments.

2.0       Recommendations

2.1       The Committee is asked to

1.      Grant approval for the utilisation of £475,650 secured as developer contributions from two Purpose Built Managed Student Accommodation (PBMSA) schemes at No. 41-49 and 24-30 College Street Queen Street (Student Roost, Swanston House) (LA04/2015/1252/F); and No. 78 College Avenue (LA04/2015/0419/F) to part-fund a pilot ‘catalyst’ project of public realm improvements in the areas around the sites at College Court, College Street and College Avenue; 

2.      Note that the Council intends to commission DfC to employ the Central Procurement Directorate (CPD) to design, project manage and procure a works contractor to deliver the project in partnership with the Council, subject to detailed terms to be agreed by the Council.

3.      Note that a governance model for overseeing the spending of developer contributions is currently under development and will be brought back to Committee for approval.  The current pilot project at College St / College Court is being brought forward now, in order to develop a proposal to the extent that it would be able to avail of additional DfC funding, which may become available.

4.      Note that there may also be an opportunity to bring forward a programme of  ...  view the full minutes text for item 6d

i)       Proposed gifting of Navigation Buoys to Titanic Quarter Ltd

The Committee agreed that the Council gift the buoys at Cathedral Gardens to the Titanic Quarter Ltd.

ii)     Proposed container on land adjacent to the playground at Sally Gardens

The Committee approved the grant of a licence to St Michael’s Boxing Club to allow the club to site a container on land adjacent to the playground at Sally Gardens, subject to the Boxing Club supplying the container and terms to be agreed with Legal Services and the Estates Team Leader.

iii)   Proposed container on land adjacent to the Fishermen’s Cabin at Waterworks

The Committee approved the grant of a licence to Families at the Waterworks for the purpose of additional storage to allow the club to site a container on land adjacent to the fishermen’s cabin, subject to the Families at Waterworks supplying the container and subject to terms to be agreed with Legal Services and the Estates Team Leader.

iv)   Transfer of Assets/Liabilities to BCC: Urban Villages/Department for Communities/Building Successful Communities

The Committee noted the update in respect of the transfer of assets and liabilities for the Urban Village and Building Successful Communities  projects and  granted approval to the Council taking  licences from the relevant landowner i.e Department for Communities (DFC)/NIHE for the new park in Colin, Springfield Dam, Glenbryn and Brittanic Terrace in the Sandy Row to allow the Council’s contractor to carry out the redevelopment of these sites which was being funded by Urban Villages and DFC

v)     Proposed acquisition of land to rear of Robinson Centre

The Committee approved the acquisition of land at Clonduff Drive for a consideration of £2,000, subject to the land being abandoned by the vendor Northern Ireland Housing Executive (NIHE) and on terms to be agreed by the Estates Team Leader and Legal Services.

vi)   Grosvenor Recreation Centre – Licence Agreement to Bravo Outdoor Ltd

The Committee agreed to enter into a new 2 year licence agreement with Bravo Outdoor Ltd for advertising hoardings at Grosvenor Recreation Centre.

            The Committee approved and adopted the minutes of the meeting of the South Area Working Group of 22nd October and the North Area Group of 30th October.

The Director of Finance and Resources submitted for the Committees consideration the following report:

“1.0      Purpose of Report

1.1         This report presents the Quarter 2 financial position for the Council including a forecast of the year end outturn. It includes a reporting pack with a summary of the financial indicators and an executive summary (Appendix 1). It also provides a more detailed explanation of each of the relevant indicators and the forecast outturn for the year.

2.0       Recommendations

2.1       Members are asked to note the report and agree that, given the forecast shortfall in available balances arising from the Rates Clawback and Primark Recovery commitments, no further in year budget reallocations should be considered until the year end position is presented to Committee in June 2019.

3.0       Main report

            Current and Forecast Financial Position 2018/19

3.1       The Departmental year end forecast is a net under spend of £1,225k which represents a variance of 0.9% of the annual net expenditure budget. The capital financing budget is forecast to be underspent by £1m and a specified reserves balance of £135k is forecast to be available at the year end. The total forecast of available balances is therefore £2,359k.

3.2       The District Rate forecast by the Land and Property Service (LPS) is a clawback of £1,201k and the Council has committed £1,250k of Primark Recovery Expenditure, excluding the £790k cash flow from general reserves, giving a total expenditure commitment of £2,450k. This would result in a funding shortfall of £90k.

3.3       The Quarter 2 forecast position is summarised in Table 1 below.

Table 1: Quarter 2 2018/19 Forecast

            Rates Finalisation

3.4       The Quarter 2 forecast from LPS is a clawback of £1.201k. This includes an estimated rates clawback of £1.074k and de-rating grant clawback of £127k. This clawback position is largely due to movements in the non-domestic rate base and the loss of rate income from businesses affected by the Primark fire.

            Capital Projects

3.5       Planned capital expenditure for 2018/19 approved as part of the capital programme is £51.16m with forecast expenditure for the year of £41.10m.

3.6       The Summary Dashboard on Page 2 of the attached performance report summarises forecast expenditure on other capital programme including Non-Recurring Projects (£1,867k), Feasibility Fund (£250k) and projects in the new boundary areas (£135k). 

3.7       Committed expenditure approved by the Committee on Belfast Investment Fund projects is £21.90m, with a further £4.95m committed on LIF 1 projects and £3.92m on LIF 2 projects. 

            Capital Financing

3.8       The summary dashboard has also been updated to provide analysis of the annual capital financing budget. Actual capital  ...  view the full minutes text for item 7a

The Committee:

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

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

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

·        agreed to accede to Standing order 55(a) exceptions in relations to contracts by direction of the council acting on recommendations of a Chief Officers that the exception is justified in special circumstances for the contracts laid out in 3.6 and Appendix 1 Table 3

Appendix 1 - Schedule of tenders for consideration

Table 1 – New tenders

Table 2 – Contracts for extension of contract period  

Table 3 - Direct Award Contracts (Single Tender Action)

            The Committee considered the following report:

“1.0      Purpose of report or summary of main issues

1.1       The purpose of this report is to submit for approval of a Language Strategy Action Plan (October 2018 to March 2020) and to provide an update on developments including a Film Project.

2.0       Recommendations

2.1       The SP&R Committee is asked to:

·        Approve the Language Strategy Action Plan October 2018 - March 2020.

·        Note the development of a film project;

·        Discuss the secondment of the NI Assembly’s Irish language translator to the Council which would be reviewed on a monthly basis

3.0       Main report

3.1       Background to Language Strategy progress

            Following the consultation, a Language Strategy Action Plan which outlines the objectives for implementation of the strategy during the period from October 2018 to March 2020 is attached at Appendix 1. Each of the objectives contributes to at least one aim of the agreed Language Strategy.

            The Committee is asked to approve the Language Strategy Action Plan for October 2018 to March 2020.

            The SP&R Committee will be aware that a Language Strategy 2018-23 was launched on Monday 14 May 2018.  Keynote speaker was Professor Janice Carruthers of Queens’s University Belfast, where she works in partnership with both Stormont and Westminster to provide advice on linguistic issues, including language policy; education, social inclusion and identity.

            Professor’s Carruthers message focused on the challenges and opportunities which linguistic diversity brings in achieving the Belfast Agenda outcomes. Press comments included positive reference to the strategic approach to linguistic diversity.

            Resourcing the delivery of the Language Strategy was the first step towards its implementation and two new Officers are now in post within the Equality and Diversity Unit (EDU):

·        Irish Language Officer - Colm McGuigan

·        Language Officer - Michael Johnston

3.2       Other Key Issues - Film Project

            As part of this plan, the Equality and Diversity Unit has commenced planning for a film project in line with the aims of the Language Strategy. Both Language Officers will work with QUB film placement students to produce material which provides an insight to different languages and those people who use it. The format and content of the production/s is still under design, but will include screening to all those who participated and plans for dissemination of the material. Marketing and Corporate Communications will be kept informed of the progress of this.

3.3       Other Key Issues – Tom Clarke

            Tom Clarke, the NI Assembly’s Irish language translator has contacted the Council to discuss a secondment to the Council. Mr Clarke’s salary would continue to be paid during his secondment with reasonable out of pocket expenses reimbursed. The SP&R Committee is asked to discuss whether to agree to this secondment.

            Other Key Issues

3.4       Financial & Resource Implications

            The action plan delivered within the 18/19 financial is covered by current budgets. The budget required for 19/20 will be included in the estimates.

3.5       Equality, good relations or rural needs implications

            The promotion of equality of opportunity and good relations  ...  view the full minutes text for item 8a

            The Committee approved and adopted the minutes and the recommendations from the Shared City Partnership Meeting held on 5th November 2018 including:

·        To agree the draft response to the Local Development Plan Draft Strategy, and the associated preamble from Professor Candle, noting that the response has been submitted in draftform by the deadline of 15th November, subject to the approval of the Strategic Policy and Resources Committee.

·        To note the list of 52 organisations as set out in the minutes, which had been approved for funding totalling £33,519.75 through the St Patrick’s Day Celebration Grants Scheme under the delegated authority of the Strategic Director of City and Neighbourhood Services.

·        To note the contribution of up to £500 for a maximum of eight local interface groups to be awarded under the scheme of delegated authority, through the District Council Good Relations Programme;

·        To note the proposed good relations programme of activity in the Greater Whitewell area as specified in the DCGRP under the Key Priority of Our Safe Community and the allocation of £10,000 budget to cover the recruitment of an artist/facilitator;

·        The omission of the minute agreeing to the draft Good Relations Strategy to go out to consultation in December 2018, which was deferred in light of the decision taken earlier in the meeting regarding the motion on antisemitism .

            The Committee was reminded that there were governance arrangements which it had previously approved for the use of the ILLUMINATE LED lighting at the City Hall.  Where a request did not meet the subsisting governance arrangements, the organisers were informed of this.   However, in circumstances where the organisers still wished to pursue an application the request might be placed before the Committee for approval.

            The City Solicitor reported that a request had been received recently from Councillor Beattie on behalf of Conradh na Gaelige to have the City Hall illuminated in red on 10th December, which was the UN International Day of Human Rights.  Conradh na Gaelige wanted also to use the special illuminate to help raise awareness of the Irish Language which they had stated was a basic Human Right for large sections of the community in Belfast and further afield.

            He reported that, due to the Christmas Lights, it was not possible to do a special illuminate on 10th December and they had now asked that a special illuminate be allowed on a date to be decided in January, 2019.

Moved by Councillor Beattie,

Seconded by Councillor Attwood,

      That the Committee agrees to accede to the request.

            On a vote by show of hands nine members voted for the proposal and three against and it was declared carried.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       At the Strategic Policy and Resources Committee meeting on 23 March 2018, the Committee was advised that, at the meeting of the Council of 5th March, the following motion which had been proposed by Councillor Reynolds and Seconded by Councillor Kyle, had been referred to the Committee for consideration in accordance with Standing Order 13(f):

            ‘This Council will review and revise its Code of Practice on Smoking at Work on the use of e-cigarettes, in light of the new research published by Public Health England’

1.2       The Committee agreed that a report be submitted to a future meeting on the Council’s Code of Practice on Smoking at Work and the use of e-cigarettes.

1.3       This report provides information to the Committee on the Public Health England advice, the findings of a recent staff survey on vaping and proposes a new Smoking Policy for the Committee’s consideration.

2.0       Recommendations

2.1       The Committee is recommended to;

·        Approve in principle the revised draft Smoking Policy at Appendix One. This policy acknowledges the use of e-cigarettes as an aid to reducing tobacco smoking and permits their use in designated areas of Council buildings. 

·        On approval in principle by the Committee, the draft policy will be subject to the established staff health and safety consultation arrangements.  At the end of this process, the policy will be returned to the Committee for final consideration.  

3.0       Main report

3.1       New Public Health England research

3.1.1     On 6 February 2018, Public Health England published a new        e cigarette evidence review (https://www.gov.uk/government/news/phe-publishes-independent-expert-e-cigarettes-evidence-review). 

3.1.2     In the press release which publicised the release of this report, Professor John Newton, Director for Health Improvement at PHE said:

            ‘Our new review reinforces the finding that vaping is a fraction of the risk of smoking, at least 95% less harmful, and of negligible risk to bystanders.  Yet over half of smokers either falsely believe that vaping is as harmful as smoking or just don’t know.  It would be tragic if thousands of smokers who could quit with the help of an e-cigarette are being put off due to false fears about their safety’.

3.1.3     With regards specifically to vaping in work and public places, the report referred back to an earlier 2016 Public Health England guide for organisations on policy making in relation to the use of e-cigarettes in public places and workplaces https://www.gov.uk/government/publications/use-of-e-cigarettes-in-public-places-and-workplaces .  This advice was based around five principles - covering the need to make a clear distinction between vaping and tobacco cigarette smoking; ensuring policies are informed by the evidence on risks to bystanders; identifying and managing risks of uptake by children and young people; supporting smokers to stop smoking and stay stopped; and supporting compliance with the smokefree law and policies.  The advice is acknowledged as being non-prescriptive in recognition of the fact that settings differ and there is no ‘one size fits all solution’. 

3.2       Vaping etiquette and considerations

3.2.1  ...  view the full minutes text for item 9b

            The Committee was advised that a public policy think tank was currently being developed in Northern Ireland with the aim of launching in March 2019.  The think tank would follow similar models that existed throughout the UK and Europe.  The Chief Executive had been requested to sit on the Reference Group of the Forum and accordingly the Committee’s approval was being sought in this regard.  It was pointed out that, should the Committee be minded to agree to the request, an agreement would be drawn up with the Forum where the Chief Executive would avoid participating in any potential conflicts of interest relating to Council policy or political issues.

Moved by Councillor Attwood,

Seconded by Councillor Beattie,

      That the Committee agrees to accede to the request from Public Policy Forum NI for the Chief Executive to sit on its reference group.

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

            The Committee considered the following applications for the use of the City Hall and the provision of hospitality which had been received up to 13th November, 2018:

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 15th November, 2018.

            In accordance with notice on the agenda, Councillor Boyle requested that the Committee consider the provision of First Aid Training for elected Members.

            After discussion, the Committee agreed that First Aid Training be included as an option in the Elected Members Training Programme following the Local Government Elections in May, 2019.

            In accordance with notice on the agenda, Councillor Beattie referred to  the upcoming visit to be undertaken by a deputation from the Council 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 out future participation in EU funding programmes.  He pointed out that the EU Parliament would be meeting in Strasbourg on the date of the visit and accordingly, it was

Moved by Councillor Beattie,

Seconded by Councillor Carson,

      That the Committee agrees, as the EU Parliament would meet in Strasbourg during the period when the deputation from the Council was scheduled to visit Brussels, that the deputation be authorised to visit Strasbourg instead.

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