Agenda and minutes

            No apologies were reported.

            The minutes of the meetings of 7th and 14th December were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 7th January.

            Item 3(a) Motion: Social Investment Fund (SIF)

            The following members declared an interest in respect of this item and left the meeting while the matter was under consideration:

            Councillor Graham – in that she worked for Gems NI which was the delivery agent for Employment East which was funded by SIF;

            Councillor Reynolds – in that he was a former member of the North Belfast SIF Panel;

            Councillor Beattie – insofar as he was on the West Belfast Partnership Board which had had delivered a SIF programme;

            Councillor O’Donnell – insofar as she was employed by the Short Strand Partnership which had delivered a SIF programme;

            Councillor Garrett - in that he was a member of the West Belfast Partnership Board which had delivered a SIF programme;

            Councillor McAteer – in that she was a lead partner through her organisation on one of the SIF programmes and, as such, part of her  salary would have been derived from that.  Currently her organisation delivered education programmes which were funded by SIF;

            Councillor Carson – in that he was the manager of an organisation (Tar Anall) which had benefitted directly from the SIF Programme in terms of staff and programmes;

            Councillor Walsh – insofar as he was the Chair of Tar Anall Management Committee and a member of Coiste na nIarchimí, both of which had employees which had been funded through SIF;

            Councillor Haire in that he was a member of the Eastside Partnership;

            Councillor Johnston in that he was a member of the Eastside Partnership;

            Alderman Browne – insofar as a he was a member of the Westland Community Centre Management Committee; and

            Councillor Hutchinson – in that he was a member of the Shankill Partnership Board.

            The following members declared an interest in respect of this item but remained in the room while the matter was under consideration:

            Councillor Attwood in that he was a member of the West Belfast Partnership Board;

            Councillor Long in that he was a member of the Eastside Partnership; and

            Councillor McDonough-Browne insofar as he was a member of the South Belfast Partnership Board.

      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 Committee was reminded that, at its meeting on 14th December, it had agreed the cash limit for the Strategic Policy and Resources Committee for 2019/20 and the recommended cash limits for the People and Communities, City Growth and Regeneration and Planning Committees, subject to consultation with the other Committees prior to this meeting.  The Director of Finance and Resources reported that the other Committees had all considered and agreed their cash limits and accordingly he recommended that the Committee:

1.     confirm the cash limits agreed by the Committee at its meeting on the 14 December 2018 as follows:

a.     A cash limit of £42,292,987 for the Strategic Policy and Resources Committee for 2019/20, including £3,270,000 for Belfast Investment Fund and £1,500,000 for City Deal.

b.     A cash limit of £80,614,500 for the People and Communities Committee for 2019/20.

c.      A cash limit of £17,118,371 for the City Growth and Regeneration Committee for 2019/20.

d.     A cash limit of £1,609,861 for the Planning Committee for 2019/20.

e.     A Capital Financing Budget of £21,524,022 for 2019/20

2.     agree that the increase in the district rate for 2019/20 should be 1.98%, based on an estimated penny product of £5,953,980 meaning a non-domestic rate of 27.4035 and a domestic rate of 0.3327 and that the amount raised through the district rate in 2019/20 will be £157,796,334.

3.     note the Deputy Chief Executive and Director of Finance and Resources statement on the adequacy of the Council’s reserves position and the robustness of the revenue estimates as required by the Local Government Finance Act (NI) 2011.

4.     note the Minimum Revenue Provision (MRP) Statement as required by the Local Government (Capital Finance and Accounting) Regulations (NI) 2011.

5.     agree that, in accordance with Standing Order 47(2)(c),  these decisions (as indicated above)  not be subject to call-in because it would cause an unreasonable delay which would be prejudicial to the Council’s and the public’s interests in striking the rate by the legislative deadline of 15th February, 2019.

Proposal

Moved by Councillor Long,

Seconded by Alderman Brown,

      That the £500k set aside for the Summer Community Diversionary Festival Programme be not included in the Revenue Estimates and that the rise in rates be set at 1.67%.

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

Further Proposal

Moved by Councillor Craig,

Seconded by Alderman Spence,

      That the Committee agrees to adopt the recommendations in relation to the setting of the District Rate as set out in points 1 through to 5.

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

            The Committee considered a report which provided an update on the retail planning application for Sprucefield which had recently been submitted to Lisburn and Castlereagh City Council.  The report outlined the assessed deficiencies in the current submission and the initial assessment of the potential impacts a large unrestricted retail proposal could have on vitality and vibrancy of Belfast City Centre and other centres.

Proposal

Moved by Councillor Reynolds,

Seconded by Councillor Craig,

      That the Committee agrees to:

1.      continue the work on a retail analysis survey;

2.      seek a formal position from those organisations which would be affected by the application;

3.      defer, until next month, consideration of whether or not to move to a formal objection stage.

            On a vote by show of hands, eight Members voted for the proposal and ten against and it was declared lost.

Further Proposal

Moved by Councillor Garrett,

Seconded by Councillor Attwood and

      Resolved – That the Committee agrees to:

1.      submit a formal objection to the Sprucefield planning application;

2.      continue work on a retail analysis survey; and

3.      seek a formal position from those organisations which would be affected by the application.

            The Committee considered a report which sought approval to adopt a revised business model for the Catering Services business unit.  The new model, if approved,  could affect the in-house catering operation and could also alter the scale/scope of any new franchise arrangement for the Bobbin and also the arrangements for the provision of catering and bar services in the three function rooms in the City Hall.

            The City Solicitor reported there were up to three decisions which the Committee was required to take, namely: the business model option; the Bobbin franchise contract; and whether to proceed with the creation of a select list for the provision of catering and liquor functions and he requested that the Committee consider each in turn as one decision could have an impact on the next.

            Business Model Options

            He reported that, following debate at the Committee’s meeting on 25th November, 2017, Party group briefings and discussions with the Trade Unions, the following options were being presented for the Committee’s consideration:

Proposal

Moved by Councillor Carson,

Seconded by Councillor Beattie,

      That the Committee agrees to adopt Option One.

            On a vote by show of hands, seven Members voted for the proposal and eleven against and it was declared lost.

Further Proposal

Moved by Councillor Reynolds,

Seconded by Councillor Craig,

      That the Committee agrees to adopt Option Two.

            On a vote by show of hands, eleven members voted for the proposal and seven against and it was declared carried.

Select List for the Provision of Catering and Liquor at Functions

Moved by Councillor Long,

Seconded by Alderman Brown,

      That the Committee agrees to establish a Select List for the provision of catering services and liquor at functions in the City Hall, to exclude voluntary/community groups.

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

            Contract for the Bobbin Franchise

Moved by Councillor Attwood,

Seconded by Councillor Long and

      Resolved – That the Committee agrees to seek from interested parties a new Bobbin franchise contract on enhanced terms (to include all Council and Committee catering plus all trolley services in the City Hall) which would be limited solely to social enterprise organisations.

            The Committee considered a report in relation to the names of Elected Members to constitute the selection panels for the following replacement posts:

1.      Director (Operational) of City Regeneration and Development

2.      Head of Human Resources (HR)

3.      Director (Operational) of Physical Programmes

4.      Head of Audit, Governance and Risk Services (AGRS)

5.      Head of Finance (Head of Profession)

            It was pointed out that these were not new posts but were all replacement posts following post-holders’ resignations and/or structural reviews.  They were a combination of Director (Operational) and Head of Service posts that had already been budgeted for in the revenue estimates.

            The Committee agreed:

·        That the selection panel for the post of Director (Operational) of City Regeneration and Development comprise the Chairperson and Deputy Chairperson of the City Growth and Regeneration Committee (or their nominees); together with one other elected member from the City Growth and Regeneration Committee from a political party not already represented by the Chairperson and Deputy Chairperson; along with the Chief Executive and Strategic Director of Place and Economy – and that this matter be tabled for agreement at the City Growth and Regeneration Committee on 13 February 2019.   

·        That the selection panel for the post of Head of Human Resources comprise the Chairperson and Deputy Chairperson of the Strategic Policy and Resources Committee (or their nominees); together with a representative of either the SDLP or DUP; along with the Chief Executive and the Director of City and Organisational Strategy.    

·        That the selection panel for the post of Director (Operational) of Physical Programmes comprise the Chairperson and Deputy Chairperson of the Strategic Policy and Resources Committee (or their nominees); together with a representative of either the SDLP or DUP; along with the Chief Executive and the Deputy Chief Executive; with the Director of Property and Projects to act as Technical Advisor.

·        That the selection panel for the post of Head of Audit, Governance and Risk Services comprise the three Elected Members from the Strategic Policy and Resources Committee who were also Members of the Council’s Audit and Risk Panel, that is, the Chairperson of the Audit Panel, Councillor Graham Craig, and Councillors Arder Carson and Billy Hutchinson; along with the Deputy Chief Executive and the Interim Programme Director – Customer Focus. 

·        That the selection panel for the post of Head of Finance comprise what was previously agreed at the Strategic Policy and Resources Committee meeting on 14th December 2018, that is, “the Chairperson and the Deputy Chairperson of the Committee (or their nominees) together with Councillor Hutchinson” and that, given that the Deputy Chairperson has since confirmed her availability to the Deputy Chief Executive to participate on this selection panel, that the name of the Chairperson (or his nominee) now be agreed.  The Deputy Chief Executive and the Strategic Director of City and Neighbourhood Services would also be on this selection panel. 

·        That the Elected Members on the selection panels for these posts, along with the Chief Executive and Directors who will accompany them, provide  ...  view the full minutes text for item 2d

            The Committee considered a report which provided an update on the current status of Objective 3.1 – Shared Spaces and Services under Peace IV which had been designed to support capital projects and specifically an update on the status of the two projects, Shankill Women’s Centre (SWC) and Black Mountain Shared Space (BMSS), for which the Council had previously agreed to act as lead partner. 

            After discussion, the Committee noted that:

·        a letter of offer (LOO) for €6.3m has been received from the Special European Union Programmes Body (SEUPB) for the Black Mountain Shared Space project and there were positive indications that a similar LOO for the Shankill Women’s Centre would follow in March.  That represented a potentially significant investment of up to €12.5m in the area which would build on the £3.1m already secured under the Peace IV Local Action Plan for the Springfield Road regeneration area.  It therefore marked a significant further step towards the realisation of the ‘Peace Corridor’ stretching from Black Mountain to the city centre; 

·        the LOO amount was however significantly lower than the original amount sought through the application (€6.3m vs €8.3m) and that a number of key elements from the original application had not received funding;

·        acting as the lead partner effectively required the Council to be the ‘guarantor’ for projects meaning that the Council would be responsible for underwriting construction costs, meeting any ongoing revenue deficits etc. Those conditions were contained within the LOO and if the Council signed that it was bound to adhere to those conditions;

·        a detailed due diligence was currently being undertaken on the potential implications for the Council,particularly from an ongoing revenue perspective – those had not yet been fully quantified;

·        the SEUPB had requested additional information on the Shankill Women’s Centre (SWC) project and a final decision was due on that project in March. The same letter of offer conditions would apply to that project; and

·        officers were seeking a meeting with the SEUPB to go through the LOO. Given that and other emerging implications, the Committee agreed to await the outcome of the SWC application so that the overall financial implications to the Council could be assessed – all monies under this funding stream must be spent by March 2023 which gave Members a short window of opportunity to consider these further. In considering that, the Committee noted that neither of these projects were originally Council proposals so no financial provision had been agreed for either project (either from a capital or a revenue perspective).

            The Committee agreed that this item be withdrawn from the agenda.

            The Committee was reminded that, at its meeting on 14th December, 2018, it had agreed to allocate £500k to a summer community diversionary and festival programme, which was in context of the Revenue Estimates and District Rate report agreed as part of the rate setting process.  The recommendation had been approved at the January Council meeting and officers were currently working up the scheme for 2019, which would be advertised as an open call programme. 

            The Committee considered a further report which provided details of the decisions agreed at January’s Council meeting and an initial update on the development of the programme, including an updated option on how successful projects received a recommendation for funding.

            In this regard, at the December meeting, the Committee had agreed that following preliminary assessment by officers, area working groups would consider relevant applications and make a recommendation to the Strategic Policy and Resources Committee on proposed successful applications.  Following further scoping of that process, officers were requesting the Committee to reconsider and update this recommendation as follows:

      Following preliminary assessment by officers against the agreed criteria, projects will be reported to the Strategic Policy and Resources Committee to make a recommendation to the Council on proposed successful applications. 

            It was pointed out that this removed the requirement to go through the Area Working Groups.  The reason for that change was due to the fact that, at the previous Committee meeting, there was no agreement to develop a geographical funding model for the programme, thus removing the requirement for Area Working Groups to have an input.   The Committee was then provided with the details in relations to the current position and the timeline for the implementation of the funding programme.

            After discussion, the Committee:

1.      noted the contents of a report;

2.      agreed the updated process for developing the programme, including how successful projects received a recommendation for funding; and

3.      agreed the indicative timelines.

            The Committee considered a report which sought approval to apply to join a ‘city challenge’ through the 100 Resilient Cities network. 

            The Committee was reminded that Belfast’s membership of the 100 Resilient Cities global network gave the Council the opportunity to apply to join ‘city challenges’ which aimed to solve particular problems within the city.  Earlier in the month, the Council had been invited to join a ‘city challenge’ that aimed to explore the potential to design and deliver a ‘city currency’ for Belfast - essentially to run a pilot programme for one year, commencing in April 2019.  100 Resilient Cities had identified Colu as the partner for the challenge.  Colu had designed a digital currency platform and was currently developing that in four cities globally.  Colu had visited Belfast and was extremely interested in designing a currency for the city, and it was understood that they were prepared to invest heavily in the city - potentially opening their European Headquarters in Belfast.

            It was pointed out that the Council would not be responsible for regulating the currency.  The role of the Council would be to endorse and promote the use of the currency.  A city currency was effectively a reward or loyalty scheme, which would enable the Council to incentivise or reward particular behaviours throughout the city.

            After discussion, the Committee:

1.      agreed to accede to the request to apply to join a 100 Resilient Cities Challenge to explore opportunities to develop a city currency for Belfast;

2.      approved a funding requirement of £25k if successful in applying to join the challenge;

3.      separately, and depending on the success of the challenge, approved the potential to spend up to £250k in 2019/20, as the programme was developed.  Noted that this was conditional on achievement of key deliverables by the partner organisation (Colu) and on their investment of £1m into the city currency programme; and

4.      agreed, in accordance with Standing Order 47(2)(c), that the above 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. 

            The Committee agreed further that Party briefings be undertaken in relation to the programme prior to a report being brought back to the Committee in March in relation to Colu’s and the Council’s investment.

            The Committee considered a report in relation to a request for the Council to be the lead applicant to an Urban Innovative Actions fund (UIA) project developed in partnership between Queen’s University Belfast, the Greater Shankill Partnership and the Colin Neighbourhood Partnership.

            After discussion, the Committee agreed to support the request for the Council to proceed at this stage as the lead applicant to the Urban Innovative Action fund but that the Council receives a robust letter of comfort from Queen’s University of Belfast on match-funding and non-compliance.  In addition, the partners be advised that if the application is successful it will be subject to due diligence before it is progressed further.

            The Committee was reminded that the Equality Impact Assessment (EQIA) on the ‘Belfast City Hall: promoting a good and harmonious environment’ in November 2012, referred to the City Hall and grounds and not just the building.  It was underpinned by the principle that the Council should move towards a more balanced and inclusive displays in the City Hall and these should be welcoming, attractive, interesting, representative of the history and heritage of Belfast, and representative of the of the diversity of the City.

            In summary the policy aspired to meet the following aim – “To manage Belfast City Hall and its grounds in order to help promote a good and harmonious environment for those who visit and work in the building, while reflecting both the diverse identities of its users and the several functions served by the City Hall, and acknowledging its prominent role in the civic life and history of Belfast.”

            The Committee was reminded that, following previous agreement at the Party Group Leaders’ Forum, Redhead Exhibition had been commissioned to undertake a piece of work to provide an historical overview of the current context of the City Hall Grounds, in addition to making suggestions for potential relocation of statues and artefacts located therein.  A series of Party Group Briefings and discussions at the Party Group Leaders’ Forum have taken place following receipt of that report.

            The Party Group Leaders, at its meeting on 24 January 2019, had discussed a range of proposals which had been put forward in relation to this area and a copy of those proposals are set out hereunder:

“Public Representation Programme

Non-political issues for consideration

·        Symmetry in city hall grounds and inside city hall.

·        There is presently no budget for this spending and a backlog of requests.

Issues of under-representation

This programme must address issues of under-representation identified in the EQIA and in keeping with existing policies and principles established.

Areas of under-representation are:

·        Nationalism.

·        Women.

·        Minority ethnic communities.

·        Working class.

Principles

·        Contribution – Individuals identified must have made a clear and long-standing connection to the city and Northern Ireland, contributed to its physical, economic and social development and/or a significant place in history.

·        Respect  - the present statues are to remain and remain where they are.  This is in line with the EQIA.

·        Addition – there will be a programme of additions in the area of public statues and representations inside City Hall, in the Grounds, the city centre and beyond the city centre.  This is in line with the EQIA and approach taken inside City Hall.

·        Inclusion – The total package will contribute to making the city more inclusive and address areas of under-representation. 

·        Co-funding – opportunities for non-Council funding are to be pursued for permanent statues.

Programme

The Council will commit to a public representation programme that will apply to inside City Hall, City Hall grounds and in public spaces across the city. The following elements will be progressed over the next council term.

This programme takes account  ...  view the full minutes text for item 2j

(The Deputy Chairperson, Councillor Campbell, in the Chair.)

            The Committee was reminded that, at the meeting of the Council on 3rd December, the following motion had been proposed by Councillor Attwood and seconded by Councillor Long:

“This Council notes with concern the findings of the NI Audit Office report into the Social Investment Fund (SIF).

The Council notes that the Audit Office states that there were ‘significant failings’ and ‘there was non-compliance with the most basic standards of public administration’.

The Council believes that this report highlights the need for open, transparent and accountable processes in the allocation of public funds.

The Council agrees to review the SIF report and apply any learning from it to relevant Council funds.  The Council agrees also to review Council funding processes to ensure that they are fully compliant with the Outcome Based Accountability principles.”

            In accordance with Standing Order 13(f), the motion had been referred to the Committee for consideration at its meeting on 14th December.  However, due to the number of Members who declared an interest in the item, the meeting had become inquorate and therefore the motion was not able to be considered.

            Accordingly, the motion was resubmitted for the Committee’s consideration.

            After discussion, the Committee adopted the motion and agreed that officers look at the findings of the Northern Ireland Audit report into the Social Investment Fund and submit a report to the Committee in due course.

            It was agreed also that the Comptroller and Auditor General of the Audit Office be invited to attend a future meeting of the Committee.

(The Chairperson, Councillor Johnston, in the Chair.)

            The Committee was advised that, at the meeting of the Council held on 7th January, the following motion which had been proposed by Councillor Beattie and seconded by Councillor Murphy, had, in accordance with Standing Order 13(f), been referred to the Committee for consideration:

“This Council agrees to develop a social value strategy to further social, environmental and economic goals of Belfast City Council.

As far as permissible by Law, this Council should increase the value of social impact clauses at the pre-procurement stage and to include them within the award criteria.

Contracts should be informed by a social needs assessment with consideration given to how social clauses can help address those needs.

Assessments should be conducted with key stakeholders, including members of the public, as appropriate.

The social value strategy should promote more creative use of social clauses to deliver positive social benefits.

Council officials should set up monitoring and evaluation frameworks for the delivery of social clauses at the start of the contract and these should be included in the tender documents.

The social value strategy should be outcome based and used to tackle poverty, particularly within areas of multiple deprivation.

Tackling zero hour contracts and encouraging living wage employment should be central to the strategy.

To achieve the social value strategy, I am proposing that this Council sets up a working group, which will report directly to the Strategic Policy and Resource committee and submit a report within two months.”

            After discussion, the Committee adopted the motion, subject to the omission of the establishment of a working group, and agreed that a report on timeframes for the development of a social value strategy be submitted to the next monthly meeting of the Committee.

            The Committee was reminded that, at the meeting of the Council on 7th January, the following motion had been proposed by Councillor Boyle and seconded by Councillor Mullan:

“This Council recognises the need for clarity around the Councillors’ Code of Conduct and, in particular, the need for clear guidance to be issued by the Ombudsman’s Office in respect of declarations of interest.” 

            It was reported that Councillor Boyle had sought and was granted approval by the Council to amend his motion to reflect that the Northern Ireland Local Government Commissioner for Standards be invited to meet with the Strategic Policy and Resources Committee to discuss the issues raised with the motion.

            Subsequent to that, the following amendment to the motion had been moved by Councillor Lyons and seconded by Councillor Attwood.

“That the motion under the heading ‘Councillors’ Code of Conduct’, as amended, be amended to provide for the addition of the following wording ‘and, in order to increase clarity and transparency and in consideration of many of the public realm projects which the Council undertakes, resolves that each Member will immediately publish on point 6 of their mandatory register of interests the full postal address of each property in which they have a beneficial interest, along with any land in which they have a licence (alone or jointly with others) to occupy for twenty-eight days or longer, which is located within the Belfast City Council boundary, with the exception of their permanent home address, for which a postcode will suffice, and that they shall provide/renew this information before the end of each financial year.”

            Councillor Boyle had confirmed that he did not wish to incorporate the amendment into his motion.   

            The Chief Executive had informed the Council that Councillor Lyons’ amendment would, if adopted, be subject to officers confirming that it did not extend beyond the Council’s legal remit, as defined within the Local Government Act (Northern Ireland) 2014.

            The Lord Mayor had informed Councillor Boyle that he could, subject to Council approval, request that the motion be referred to the Strategic Policy and Resources Committee to allow for legal advice to be sought on the amendment which had been proposed by Councillor Lyons.

            Following a recorded vote, the Council had agreed that the matter be referred back to the Strategic Policy and Resources Committee.

            The City Solicitor reported that the proposed amendment of the motion was not competent.  The Code, which had a statutory root, did not prescribe the necessity of providing a postcode when registering an interest.  Accordingly, a declaration could be made in respect of ownership or beneficial interest without the postcode being provided.  He reminded the Members that Article 8 of European Convention on Human Rights created a qualified right in respect of privacy.  The requirement to provide information and the extent of the information to be provided must be established through the Code of Conduct which had a statutory footing.

            After discussion, the Committee adopted the motion.

            The Committee agreed that consideration of the definition of anti-Semitism, as outlined in the motion, be referred to the Shared City Partnership for consideration.

            The Committee was advised that the Annual Meeting of the Council, under the provisions of the Local Government Act (Northern Ireland) 2014, must be held within 21 days from the day of the local election.  As polling would be on Thursday, 2nd May, the Annual meeting must be held no later than 23rd May.

            The Democratic Services Manager reported that there was a significant amount of work which would be required to be undertaken immediately after the election to sort out the governance arrangements, including the nominations for Positions of Responsibility, the appointment of Committees etc. and it was anticipated that this work will continue up until 15th or 16th May.  It was suggested, therefore, that the Annual meeting be held on Tuesday 21st May at 6.00pm.

            It was accepted that all political parties would be extremely busy with canvassing in the lead up to polling day, and particularly during the month of April.  It would be necessary to continue with the Standing Committees in that month and the Committee has already agreed that the May Council meeting would be brought forward to Monday, 29th April.

            There were a number of Working Group meetings scheduled to be held in April and it was suggested that the Committee:

·        agrees to cancel the scheduled meetings of the Area-Based Working Groups in April;

·        agrees to cancel the Party Group Briefings scheduled for April;

·        agrees that the meeting of the Budget and Transformation Panel scheduled for 4th April would only take place if essential;

·        requests the People and Communities Committee to cancel the meeting of the Strategic Cemeteries and Crematorium Development Working Group on 15th April;

·        requests the Shared City Partnership and the Board of Active Belfast Ltd. to consider cancelling their scheduled meetings for April; and

·        requests the Policing and Community Safety Partnership not to schedule any meetings for April.

            The Committee:

1.      agreed that the Annual Meeting of the Council would be held at 6.00 pm on Tuesday, 21st May; and

2.      agreed to cancel the Area-Based Working Group meetings and Party briefings scheduled for April and requests that all working group meetings are also cancelled for that month.

            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 establish procedures for noting interests declared following a recent adjudication by the Northern Ireland Local Government Commissioner for Standards.

2.0       Recommendations

2.1       Background

            The Commissioner for Local Government Standards made a number of recommendations in respect of a recent adjudication in relation to a complaint relating to declarations of interest. Analysis of the adjudication has also led the City Solicitor to make recommendations which he believes necessary to assist members to comply with the code.

            You are asked to:

1.      Agree the recommendations in respect of administrative arrangements for declarations and absence from meetings, to include late arrival at meetings after a matter in which you may have had an interest has been discussed

2.      Note that Members must declare interests in relation to the suspension/closing of funding if they have an interest in any active application being considered through that funding stream.

3.      Note that the City Solicitor will establish workshop type training for party groups on declarations of interest to enhance members understanding of their obligations

3.0       Main report

3.1       Key Issues

            Following a recent adjudication by the Northern Ireland Local Government Commissioner for Standards, the City Solicitor wishes to establish a procedure for declarations of interest.

3.2         The adjudication establishes the necessity of not only declaring an interest but also recording the fact that the member has left the room whilst the matter is under consideration. The committee clerk will routinely record the declaration and will also note that those members have left the room for the duration of the discussion on that item. It is necessary not only to declare the interest but the nature of the interest. If a member seeks to rely on a dispensation which would allow them to take part in the discussion then this must also be declared. If a member arrives late to a meeting and an item has been dealt with in respect of which they would have had to declare an interest if present they must make the committee clerk aware of this fact and it will be noted. This will be published with the minute. Members should be alert to checking minutes to ensure that the declarations and absence from the meeting have been properly recorded.

3.3       On the Commissioner’s current interpretation of the Code your participation in a decision to close or suspend funding may be perceived as advantaging any active application which you may have promoted or in which you have an interest.  Members will be reminded that declarations are required if they have any interest in active applications under consideration.  The City Solicitor has written to the Commissioner to seek clarity in respect of this issue and that of dispensations relating to participation in decision making and decisions.

3.4       The rules relating to declarations of interest appear relatively straightforward but are much more complex in their practical application. In addition no  ...  view the full minutes text for item 4b

            The Committee was advised that the Commissioner for Standards had issued her annual report for 2017/18.  The report was a synopsis of the work undertaken with regard to the Code of Conduct for that year.  In terms of promoting the Code, the Commissioner referred to the guidance published, guidance given in the use of social media and information sessions which her staff had hosted.  A limited number of case summaries were contained within the report of the 32 complaints that were closed out in that year.  Two of those dealt with the relationship between Article 10 of the European Convention of Human Rights and comments made by Councillors which were the subject of complaints.  The other two case summaries dealt with lobbying in relation to planning applications and a breach of the respect principle arising out of criticism by a Councillor of a Council official.

            The report itself was not particularly illuminating in terms of declarations of interest.  By far the greater number of complaints related to behaviour.  It was, however, clear that the trend towards complaints in relation to declarations was on the rise with six in 2016/17 and nine 2017/18.  In 2017/18 Belfast had the greatest number of complaints of any of the councils (20).

            The Committee noted the information which had been provided.

            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 ask Members to consider a proposed new regional resourcing model for the local government civil contingencies function. The proposed resourcing model was initially presented to the NI branch of the Society of Local Authority Chief Executives (SOLACE) at its meeting in May of this year and reported to this Committee in June.

1.2       Following local government reform and recent restructuring of the areas for local government civil contingencies there are now three sub-regions in Northern Ireland, North, South and Belfast. Each sub-region has a multi-agency Emergency Preparedness Group. The proposed regional resourcing model will provide civil contingencies programme management in the three new sub-regional areas. Members approved the proposed approach at that time.

1.3       In brief, the proposed model is a regional service, fully funded by the Department for Communities (DfC), with a single employing authority and a service level agreement between it and the other ten councils. DfC funding will be drawn down via the host council, reducing duplication of financial and HR resources and enhancing accountability and governance arrangements. This concept has been successfully employed for other shared service functions, for example, animal welfare.

1.4      A subsequent paper was presented to SOLACE at its December Meeting; the proposal remains unchanged but now incorporates a draft Service Level Agreement (SLA), which was developed in consultation with Belfast City Council’s Legal Service.

1.5       The SLA is an essential element to progress the implementation of the model and enable the adoption of a regional approach.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the terms of the SLA and recommend that Belfast City Council signs it to enable the implementation of the regional resourcing model for local government civil contingencies.

3.0       Main report

3.1       Key Issues

            The desired outcomes of this proposed new resourcing model are to: 

·        Provide confidence and assurance for Councils and their Chief Executives that multi-agency plans are in place which complement arrangements existing within councils;

·        Have sufficient resilience to provide adequate cover, particularly during response to emergencies;

·        Embed adequate governance arrangements to ensure consistency and performance management across all EPG areas;

·        Align as best as possible with other organisations planning and response structures to allow for effective planning and response

3.2       Currently Belfast City Council employs a Programme Manager for the Belfast EPG; the Council also hosts the Regional Officer for local government civil contingencies and a regional support officer post. DfC funds these posts and the support costs for the Belfast EPG. 

3.3       Under the proposed new arrangements, the Regional Officer will report to a director in the host council, Armagh, Banbridge and Craigavon District Council (ABC) and to a regional steering group comprising Chief Executives from the three sub-regions and the SOLACE lead for the Civil Contingencies function.

3.4       For the Belfast area, the proposal is to increase resourcing from one existing Programme Manager and a 50% administration post to two  ...  view the full minutes text for item 5a

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

“1.0     Purpose of Report

1.1       To update the Committee on the proposed approach to the 2019 - 2020 corporate planning cycle and publication of the council Improvement Plan.  The proposed approach takes account of the local government elections in May and feedback from the Local Government Auditor.

2.0       Recommendations

2.1       Members are asked to:

·        agree to the production of an annual SP&R Committee Plan, commencing in 2019/ 20.  This will be similar to the committee plans that are produced for both City Growth & Regeneration Committee and People & Communities Committee;

·        to note that Committee Plans will form the basis of the Council’s annual action plan and will be published on a revamped strategic planning webpage with links to the Belfast Agenda, our Corporate Plan 2017-21 and the annual Council Improvement Plan; and

·        to note the timetable in paragraph 3.5 for completing the 2019/20 Corporate Improvement Plan and Committee Plans.

3.0       Key Issues

3.1       Corporate Plan 2017 - 2021: Annual Update

            Last year as part of the corporate planning and update process, council undertook a light touch refresh of the corporate plan and produced a Year 2 update document, the look and feel of which remained broadly the same.  At the beginning of the 2019-20 planning cycle, the Strategic Hub reassessed this approach and agreed a more effective and efficient method for communicating the planned work of council for the year ahead.  As a result, it is recommended that the existing committee plans, which are produced and presented to committee on an annual basis, and which in effect constitute our annual operational update, should form the basis of our annual corporate plan update. 

3.2       Committee Plans

            Committee Plans were introduced in 2015-16 to enable Members to more effectively plan, prioritise and monitor activity for the year ahead.  Committee plans are currently produced for the City Growth & Regeneration and People & Communities committees; and it is recommended that a new bespoke SP&R ‘Committee Plan’ be developed commencing 2019-20.  The SP&R Committee Plan will detail internal actions and specific project activity not already assigned to the other committees e.g. the continuous improvement, customer focus and efficiency programmes, the people strategy and the enabling and infrastructure support tasks for the Belfast Agenda.  SP&R’s role in providing strategic oversight across all council will not change; rather the document will capture SP&R’s specific areas of focus for the year ahead.  This will not only improve communications with the public but will also support the delivery and performance management of specific corporate projects. 

3.3       As the routine standing committee will not be held in May, officers will organise extended meetings in June with the new committees to discuss the priorities for the upcoming year and sign off final committee plans.   In the meantime, the Strategic Hub will continue to work with Departments to prepare the committee plans in line with the Belfast Agenda and corporate planning and monitoring  ...  view the full minutes text for item 5b

            The Committee was reminded that the Council’s Capital Programme was a rolling programme of investment which either improved existing Council facilities or provided new Council facilities.  Accordingly, the Committee considered a report which highlighted the current status of projects under the Programme, along with projects recommended to be moved to different Stages.

            Additions to the Capital Programme

            The Committee was reminded that the Council, at its meeting on 7th January, had agreed that the Belfast Blitz memorial be added to the Capital Programme as an Emerging project.  In accordance with that decision, the Committee was requested to note that this had now been added as a Stage 1 – Emerging Project.

            Project Updates

            The Committee was reminded also that, in April 2016, it had agreed  to move the Navarra Place project, which would see the development of a new playground, Multi Use Games Area and the removal of an interface structure at the boundary with Serpentine Road, to Stage 3 – Committed on the Capital Programme.  At this time it was held at Tier 0 pending the resolution of a number of outstanding issues.  Those had now been resolved as outlined below:

            It was pointed out that the project was now progressing and that a maximum budget of £186,000 had been allocated under the Capital Programme.  That would be match-funded by the Department of Justice.  The Director of Finance and Resources had confirmed that that was within the affordability limits of the Council.  The work were due to commence on-site in February.

            The Committee noted the information which had been provided.

            Area Working Group Minutes

            The Committee approved and adopted the minutes of the meetings of the Area Working Groups as follows:

            West Area Working Group 22nd November;

            East Area Working Group 29th November;

            North Area Working Groups 18th December; and

            East Area Working Group 3rd January.

            Belfast Investment Fund

            The Committee agreed to the recommendations from the North Area Working Group as set out below, subject to the omission of the Braeheid project which was referred back to the Working Group for further consideration:

The Committee:

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

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

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

·        agreed to accede to Standing Order 55(b) exceptions in relation to contracts by direction of the council acting on recommendations of a Chief Officer that the exception is justified in special circumstances for the contracts laid out in 3.7 and   Appendix 1, Table 3

·        noted contracts which have been awarded in the last quarter as listed in Appendix 1, Table 4

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)

Table 4 - Contracts Awarded (September - December 2018 inclusive)

            The Committee:

·        approved the updated Risk Strategy;

·        approved and adopted the minutes of the meeting of the Audit and Risk Panel of 4th December, 2018

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of Main Issues

1.1       On 4 September 2018, Ashton in partnership with Lighthouse, Ulster University (UU), Belfast Health and Social Care Trust (BHSCT), Public Health Agency (PHA) and Belfast Healthy Cities (BHC) launched an Appreciative Inquiry (AI) into health and wellbeing in North Belfast.  The event was formally launched by UU Deputy Vice Chancellor Alastair Adair, Belfast City Council (BCC) and the Lord Mayor of Belfast,Councillor Deirdre Hargey.

            This report presents an update on the work of the inquiry and informs members of a request from Ashton for financial support.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the request to make a match funding contribution of £10,000 to support the work of the Appreciative Inquiry.  This request should be considered in the context of the SP&R Committee decision noted on 23rd November 2018; ‘that 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

3.1       Key Issues

            Background

            AI is a four-stage process of searching, developing and creating a desired future for an organisation or community, the inquiry underpins a larger Healthy North Belfast (HNB) project.AI was selected as a model for taking the HNB project forward because it seeks to engage stakeholders in self-determined change in a positive holistic focused way with the goal of co-designing and co-producing a transformational plan for North Belfast.

3.2       This AI process is led by a HNB Task Group established on the 8 October 2018 (see Appendix 1). Members are drawn from:

·        Community-based organisations

·        Politicians

·        Public sector departments and agencies

·        Decision makers/senior staff members.

3.3       The purpose of the HNB Task Group is to:

·        Co-produce an imaginative and innovative whole system approach to change aimed at improving health and wellbeing outcomes for people of North Belfast

·        Engage and involve the North Belfast community in a process of positive inquiry that builds on community strengths, assets & resources to change how health and wellbeing is experienced.

·        Involve the community and stakeholders around two key questions: What Works Well and What Can Be Done to Make it Better?

·        Use the Appreciative Inquiry to drive a culture change process at community and agency levels.

·        Collectively make recommendations and help implement decisions emerging as a result of the Appreciative Inquiry process.

3.4       A steering group is in place to guide the process (see Appendix 2), this group is convened before the wider Task Group meetings to coordinate, monitor and report on the progress of Task & Finish Groups. 

3.5       The first task of the Steering group was to conduct a map of current assets, systems and connections.  This work has recently been completed and will be reported to the Task Group at the end of January.

3.6       BCC are represented on both the Task Group and the Steering Group.  It is the intention of Chief Officers to revisit membership to reflect the appointment of the new area manager for  ...  view the full minutes text for item 7c

            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 events planned as part of Seachtain na Gaeilge/Irish-language Festival.

2.0       Recommendations

2.1       Members are asked to:

·        Approve plans for an event to launch Seachtain na Gaeilge in Belfast and any associated expenditure.

3.0       Main report

3.1       Seachtain na Gaeilge is the yearly Irish-language festival held all over Ireland between the 1st and 17th of March. Events include concerts, book launches, public discussions etc. Seachtain na Gaeilge is co-ordinated by Conradh na Gaeilge, the advocacy group for the Irish language.

3.2       Conradh na Gaeilge has contacted the Council and made a number of requests to demonstrate support of Seachtain na Gaeilge 2019, these are outlined below with recommendations on an appropriate response. 

3.3

                                   (i)      Request for a specific fund to be made available to local groups to promote the event - as the 2018/2019 funding rounds are now closed it is unlikely we can meet this request within the current financial year. The Language Strategy will consider all future options and financial implications. We would recommend that the commitment to the event should be demonstrated through working in partnership with Conradh na Gaeilge to host a launch event in City Hall. The 2019 launch would provide an opportunity to show case the work done on through the Language Strategy and highlight the Council’s commitment to the Irish language and languages in general. It is also planned to hold a good relations event as part of the two week festival.

3.4

                                  (ii)      Request to encourage engagement with Irish language groups: this is a key aim of the Irish Language Officer and will be ongoing as implementation of the Language Strategy is rolled out. Consultation with Irish speakers in the period leading up to the launch of the Language Strategy showed a strong desire for more events linked to the Irish language to be held at council venues. Inviting local Irish students and groups would help strengthen relationships with the Irish-language community in the city considerably.

3.5

                                (iii)      Request to distribute the bi-lingual booklet about Seachtain na Gaeilge to all elected Members:  the booklet can be circulated by email to all elected Members.

3.6       Financial Implications

            The cost of the launch event in City Hall and the good relations event will be covered within existing budgets.

3.7       Equality, Good Relations and Rural Needs Implications

            The promotion of Irish is within the aims of the Language Strategy 2018-2023 and its associated actions plans. A screening was undertaken for the year one action plan and a further screening on the year two action plan is underway.”

            The Committee approved the plans for an event to launch Seachtain na Gaeilge in Belfast and any associated expenditure.

            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 related to equality of opportunity and/or good relations to be identified and addressed.

            In addition, the Council now had a statutory duty under the Rural Needs (NI) Act 2016 to consider rural needs in the development of new policies, plans or strategies or in any service design/delivery decisions and was required to ensure that the annual reporting returns were submitted to Department of Agriculture, Environment and Rural Affairs.

            The Committee noted the summary of equality screening and rural needs impact assessments which had been undertaken from April till September, 2018.

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 10th December, 2018 and approved also the Good Relations Monitoring Report Action Plan.

            The Committee approved and adopted the minutes of the meeting of Shared City Partnership of 14th January, 2019 and approved the draft Good Relations Action Plan, 2019/2020 for submission to The Executive Office.

            The Committee was reminded that the Council, at its meeting on 2nd December, 2013, had unanimously passed the following motion:

“International Women’s Day on 8th March is acknowledged globally as a day on which to celebrate the achievements of women across the world. For the past four years, the women’s sector in Belfast has marked this special day with a public rally to the City Hall. This public event has become popular recently and, for the past 3 years since 2013, the Council has provided some financial support for it. Providing support to an annual public event would be a simple way of demonstrating our acknowledgement of this special day and pledging our commitment to working towards greater equality of opportunity for all women in Belfast.”

            The Strategic Policy and Resources Committee, at its meeting in January, 2014, had recognised that this was likely to be recurring annual expenditure.

            It was reported that the 2019 event would take place on Saturday 9th March, with the rally arriving at City Hall at 1.00 pm for speeches, music etc. on the cobbled area outside the front gates of the City Hall.  The theme of the event was ‘The Time is Now – Women Rise Up’. There would be a light lunch for 200 people in the City Hall at the close of the rally.

            The Committee was advised that the women’s sector in Belfast was very keen that the Council should maintain its support for the International Women’s Day and had provided estimated costs for similar provision this year.  It was expected that the Council funding contribution would be allocated to cover the costs of a temporary stage and sound system for the public rally and a lunch for 200 participants in the City Hall.  The budget was £6,500, which would be provided through the existing Organisational Development budget.

            The Committee approved the award of financial support in respect of International Women’s Day as outlined for March 2019.

            The Committee approved the recommendations made in respect of applications received up to 11th January, 2019 as set out in the following appendix, subject to a drinks reception being provided for the North Belfast Interface Network/TASCIT event:

            The Committee was reminded that Rose Week had been held each year to coincide with the judging of the rose trials in the City of Belfast International Rose Garden at Sir Thomas and Lady Dixon Park.  The rose trials were renowned worldwide for attracting international rose growers in addition to attracting a significant number of visitors.  The trials, which were judged by a panel of Local and International Judges, was then followed by a civic luncheon and drinks reception in the City Hall.

            The Lord Mayor’s Office had hosted this function for over four decades and it had proven to be beneficial in promoting Belfast to an international audience.  International Judges had attended from the USA, Europe, New Zealand, Australia, Great Britain and the Republic of Ireland.  The function was attended by approximately 150 guests which included Elected Members, Judges, The Rose Society of Northern Ireland, rose breeders, awards’ sponsors and relevant Council staff.

            It was proposed that this function would continue to be held annually in July in the City Hall and hospitality would include room hire, a drinks reception, civic luncheon and provision of musicians, a Toastmaster, first Aid cover and floral table decorations.  The date for the function this year was Friday, 19th July, 2019 and the dates for subsequent years would be agreed with the organisers in due course.  The cost was approximately £4,500 which would was funded by the civic budget.

            The Committee approved the request for the use of the City Hall to host and provide hospitality for the City of Belfast International Rose Trials civic luncheon and drinks reception from 2019 - 2023

            The Committee approved and adopted the minutes of the meetings of the Budget and Transformation Panel of 6th December, 2018 and 17th January, 2019.

            The Committee noted the minutes of the meetings of the Active Belfast Ltd. Board of 10th December, 2018 and 2nd January, 2019.

            The Committee approved and adopted the minutes of the meeting of the North Foreshore Members Steering Group of 8th January, 2019.

            The Committee was advised that an invitation had been extended to the Sustainable Development Manager to participate in a 100% funded study visit to examine world-class electric vehicle infrastructure and associated smart technology in California. The study visit would also examine the wider role of City Authorities in promoting the uptake of electric vehicles (EVs). The invitation was from the UK Consulate General in California.

            The Committee agreed that the Sustainable Development Manager accept the invitation to participate in the aforementioned study visit.

            In accordance with notice on the agenda, Alderman Browne raised the issue of a Council photograph.

            The Committee agreed to affirm its previous decision for arrangements to be made for the taking of a Council photograph and that the meeting of the Council on 4th February be adjourned for a period following official announcements to enable this to take place.