Agenda and minutes

            Apologies for inability to attend were reported from Councillors Groogan and Nicholl.

            The minutes of the meeting of 23rd August were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 2nd September.

            Councillor Beattie declared an interest in relation to item 2a – City Centre Investment Fund-Presentation, in that he was a member of the Board of the Belfast Harbour Commissioners.

      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.

            It was reported that Mr. T. Prior and Mr. E. McClean were in attendance to provide a presentation in relation to proposals for a City Centre Investment Project and they were welcomed to the meeting.  Mr. Prior and Mr. McClean then provided a detailed presentation to the Members of the Committee on proposals for a major tourist offering in the city.

            After discussion, the Committee:

·        Agreed, in principle, that the Council would invest up to £2.5 million of CCIF money on an equity basis in the major tourist offering located in Belfast as presented to the Members; and

·        Agreed also to officers carrying out a due diligence exercise in conjunction with Belfast Harbour on the investment.  The outcome of this exercise would then inform the Committee when making the final decision on the investment.

            The Committee was reminded that, at the special meeting of the Council on 1st July, the following motion, which had been proposed by Councillor Beattie and seconded by Councillor D. Baker had, been passed by the Council

“This Council is alarmed at the increasing number of offensive displays of banners and paramilitary flags across Belfast.

Paramilitary flags and banners supporting British regiments are being used to divide, offend and cause hurt to victims.

The British Ministry of Defence and the Parachute Regiment do not endorse these flags or banners and have stated they should only be displayed in certain circumstances.

Re-traumatising victims with offensive displays is wrong and should have no place in our society.

Standing by and allowing our citizens to be divided and hurt is no longer an option.

This Council agrees to take legal action against the Department for Infrastructure enforcing it to remove:

1.      all Paramilitary flags, unless permission is granted by the Department for Infrastructure with protocols that protect citizens; and

2.      all banners without planning permission on Department for Infrastructure property, unless permission is granted with protocols that protect citizens.”

            The Committee was also advised that, at the meeting of the Council on 2nd September, Members had been advised that the decision had subsequently been called-in and that an external legal opinion had been sought.  A copy of the Barrister’s legal opinion had been tabled to all members at that meeting and circulated again for information.

            The City Solicitor pointed out that the Council had agreed to refer the decision back to the Strategic Policy and Resources Committee to consider the legal advice.

            He pointed out that in respect of the call-in, the Barrister’s opinion found that there was merit in relation to the decision insofar as it related to the removal of banners.  Essentially the opinion reflected that banner is broad enough to include a flag and that, as the flying of the Union and Ulster flags are associated with a cultural tradition of the PUL community, any such decision would be required to be equality screened.  The opinion took account of the fact that the relevant legislation to be applied by the Department for Infrastructure makes no differentiation between a flag and a banner.

            After discussion, it was

Moved by Councillor Beattie,

Seconded by Councillor Long,

      That the Committee agrees that a consultation be undertaken with the public in relation to flying of the flags in the City and for the report on how such a consultation may be undertaken being brought back to a future meeting of the Committee.

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

            The Committee was reminded that, at the Council meeting on 2nd September, the following motion had been proposed by Councillor S. Baker and seconded by Councillor McAteer:

“This Council recognises the significant impact that Belfast Pride has on our City. It makes our City a more diverse and welcoming city for all.

We also recognise the economic impact that Belfast Pride creates within the city, generating income for business and creating employment.

This Council will task our officers to work with Belfast Pride and assist in their bid to bring EuroPride to our City.

EuroPride will have a huge economic and social impact to Belfast and showcase to the world on how progressive and open our City is.”

            After discussion, the Committee agreed to work with Belfast Pride and the LGBT Community to support their bid to bring EuroPride to the city.

            The Committee considered the following motion, which had been proposed by Councillor T. Kelly and seconded by Councillor Graham, and which, in accordance with Standing order 13(f), had been referred to the Committee:

“With the 75th Anniversary of the end of the Second World War approaching, this Council wishes to recognise the contribution of those who fought in that war from Belfast.

It notes that every year the number of surviving veterans is reducing and time to provide appropriate recognition is running out.  The Council, therefore, should come together to provide all surviving veterans of WW2 (including those in the Merchant Navy) with a silver Poppy of Remembrance, to mark their service in the fight against Fascism and Nazism.

These poppies will be presented to all surviving veterans who live in the Belfast Council area week commencing 4th November 2019.”

            After discussion , the Committee agreed that the matter be referred in the first instance to the Party Leaders Consultative Forum, with a report to be brought back in due course which would provide information on the costs associated with providing Silver Poppies of Remembrance.

            The Committee was advised that, at the Council meeting on 2nd September, the following motion, which had been proposed by Councillor Flynn and seconded by Alderman Copeland, had been referred to the Committee in accordance with Standing order 13(f):

“This Council recognises the contribution that our Transgender community makes to the city of Belfast and Northern Ireland. This Council notes that many within the Trans community still suffer discrimination and that visibility of the community is a hugely important part of raising awareness and overcoming discrimination.

As a statement of our solidarity with the Trans community, this Council agrees to illuminate the City Hall in the colours of the Trans flag to coincide with the Transgender Day of Visibility every year on 31st March; as a continuation of our solidarity with the community, this Council also agrees to fly the Transgender flag over the City Hall from dawn to dusk on 31st March every year to coincide with Transgender Day of Visibility.”

            The Committee agreed to support the motion to illuminate the City Hall in the colours of the Trans flag and to fly the Transgender flag from dawn to dusk to coincide with the Transgender Day of Visibility every year on 31st March.

            The Committee was reminded that, at the Council meeting on 2nd September, the following motion had been proposed by Councillor O’Hara and seconded by Councillor Hutchinson:

“E-petitions are an opportunity for citizens of the City to bring forward issues of concern over which this Council has authority. They widen access to the democratic process and bring governmental structures closer to the citizens we represent. Similar processes are in place across these islands and Europe at a variety of administrative levels. In the continuing absence of a local Assembly and the democratic deficit it creates, it is imperative that this Council does what it can to enhance and broaden access to the democratic process.”

            In accordance with Standing Order 13(f), the motion was referred without debate to the Strategic Policy and Resources Committee.

            The seconder of the motion, Councillor Hutchinson, was in attendance, and he addressed the Committee and sought its support for introducing an E-Petition Mechanism.

            The Committee agreed that officers research the issue and bring back a report on how this would be facilitated, resourced and managed.

            The Committee was reminded that the following motion which had, in accordance with Standing Order 13(f), been proposed by Councillor Beattie and seconded by Councillor Hargey had been referred by the Council at its meeting on 2nd September to the Committee for consideration:

“This Council recognises that economic future planning is crucial in the period ahead, particularly given the impending withdrawal from the European Union.

This Council should plan for, and bring forward an economic plan for the future of this Council area in the event of the north of Ireland retaining membership of the European Union, following a referendum on Irish Unity.

The economic plan should draw on the numerous existing reports of an all-island economy, including, but not limited to: ‘Modelling Irish Unification’ by Dr Kurt Hubner, ‘The Economic Effects of an All Island Economy’, by Paul Gosling, ‘The Economic Case for Irish Unity’, by Michael Burke and the Joint Oireachtas Committee Report, ‘Brexit and the Future of Ireland – Uniting Ireland & Its People in Peace & Prosperity’.

This Council should be prudent in planning for the future to maximise our potential and secure future economic growth and to compete effectively with other Cities across the Island of Ireland.

The economic plan should examine how this Council would prepare for this scenario and how this Council area could position itself within this potential new constitutional arrangement, in order that Belfast maximizes all opportunities for city growth in this context.”

            After discussion it was

Moved by Councillor Beattie,

Seconded by Councillor Murphy,

      That the Committee agrees to adopt the motion and that Council officers research the issue and then bring back a report on how such a plan would be developed, resourced and led.

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

            The Committee was advised that Standing Order 47 in relation to call-in did not (as currently drafted) reflect the Council’s statutory obligations arising from the Local Government (Northern Ireland) Act 2014, Section 41(1), which requires Council’s to make provision for reconsideration of decisions, with such a “decision” to include a decision of the Council.  Therefore, Counsel has recommended that Standing Orders be amended to include “a decision of the council” in the list of decisions which may be subject to call-in.

            In addition, Section 41(4) requires that Standing Orders specify the section of the inhabitants of the district who may claim to be adversely affected under Section 41(1)(b).  The statutory requirement is not that the persons seeking the call-in of the decision specify the section of the inhabitants of the district, rather, the statute requires that standing orders do that in advance.  The Council’s Standing Orders do not appear to do so as currently drafted.

            In order to rectify this situation, the City Solicitor recommended that, as a minimum, the Council specify at least those categories of persons set out in Section 75 of the Northern Ireland Act 1998 in standing orders.  It was of course open to the Council to specify further sections of the inhabitants of the district, subject to the usual public law boundary of Wednesbury reasonableness.

            Whilst the Act is not prescriptive as to the sections which should be specified, the Draft Standing Order Regulations 2016 (which have not yet been ratified by the NI Assembly) do provide a legislative interpretation of sections of the district which is wider than just the Section 75 groups:  “section of the inhabitants of the district” means any section of the inhabitants that is clearly identifiable by location, interest or other category. 

            Therefore, it was recommended that the Council amend Standing Order 47(3)(b) to incorporate the wording from the draft Standing Order Regulations with reference to the Section 75 categories as one of the “other” categories. 

            This approach would appear to reflect the intention of the legislation as originally drafted and would prevent call-in being limited to just those section 75 groups. 

            The Committee agreed:

·        that Standing Order 47(a)(1) be amended to include “a decision of the Council” in the list of decisions which may be subject to call-in; and

·        after Standing Order 47(3)(b)(3) part 4 be included and in this part it should read that “section of the inhabitants of the district” means any section of the inhabitants that is clearly identifiable by location, interest or other category (including those categories identified in Section 75(1) of the NI Act 1998).

            The Committee was reminded that, at its meeting on 12th April, it had agreed that officers would review the  role of the Area Working Groups and update the Terms of Reference.  It was reported that, previously, five Area working Groups (North, South, East, West and Greater Shankill) had been established in 2012 and the Terms of Reference were agreed at that stage.  Following the Local Government Elections in 2014, the Area Working Groups were reconvened on a North, South, East and West Belfast basis, with Greater Shankill being incorporated within the West, using the existing terms of reference.

            One of the key priorities of the Belfast Agenda was to deliver better outcomes for our Neighbourhoods, through inclusive growth, and building sustainable capacity within communities. 

            The Corporate priorities recognised the importance of Neighbourhood Regeneration and advocate a place shaping approach to drive the effective use of resources by the Council and other partners/stakeholders within specific areas where opportunities exist to maximise impact.  The proposed approach will include:

·        Council service and facility provision;

·        External or multi-agency service and facility provision;

·        Agreed local area plans to improve outcomes for local people;

·        Longer term regeneration and investment plans (including capital, revenue or other projects with multiple funding sources).

            Within that context, officers had been working to review the Area Working Groups Terms of Reference to make recommendations to Members on their future role.  Taking that into consideration, the Committee would be recommended to agree to the draft Terms of Reference and that the first Area Working Group meetings be held in January 2020. 

            The Committee adopted the recommendations.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of Main Issues

1.1       Members will be aware that officers have been drafting a document outlining the Council’s commitments to inclusive growth, in line with their ambition to create an inclusive city.

1.2       At SP&R on 23rd August the range of policy commitments were presented with a commitment to send out the full version of the document to Parties week commencing 26th August for review and comments. Officers subsequently liaised with each Party and have updated the document.

1.3       During these discussions it was requested that the Council’s commitment to ‘doing all we can to eradicate poverty and inequality in our city’ was re -emphasised in the concluding paragraph of the inclusive growth statement contained in section 2 of the document. Therefore, this additional text has been inserted.

1.4       This report provides Committee with the final document for approval and outlines the next steps that will be undertaken to ensure that a public consultation commences in November, alongside an All-Party launch.

2.0       Recommendations

2.1       The Committee is asked to:

·        Approve the final document outlining the Council’s commitments to inclusive growth for publication.

·        Agree to an All-Party launch of the commitments and public consultation commencing October 2019.

·        Agree to testing/engagement of the commitments with key anchor institutions, businesses, CVSE and trade unions commencing October 2019.

·        Agree to the establishment of the Inclusive Growth Oversight Group to ensure collaborative working across the organisation. 

·        Agree to the additional text inserted into the inclusive growth statement of ‘doing all we can to eradicate poverty and inequality in our city’.

2.2       Please note there is a requirement for a full-time permanent Inclusive Growth Policy and Implementation Support Officer to embed the commitments via the development of policy, support for implementation across Council departments and anchor institutions and the ongoing monitoring of implementation.

2.3       There is also a requirement for two full-time permanent support officers (policy and data) to further the work on inclusive growth and the wider Belfast Agenda implementation through data analytics and building a strong evidence base that informs decisions at a local level.  The above additional resources will be considered as part of the estimates process.

3.0       Main Report

3.1       At SP&R Committee on 20th April 2018, members agreed to a five step approach to developing an inclusive growth framework for the city. Since then officers from within the Strategy, Policy and Partnerships team have been working with departments to develop the policy commitments.

3.2       At SP&R Committee on 7th December 2018, a draft bespoke Belfast City Council inclusive growth decision-making framework was presented and agreed.  This framework is designed to ensure that inclusive growth is placed at the heart of policy, capital and programme decisions.

3.3       Members also agreed, that in the first instance, our efforts would be focused on the following four target inclusive growth groups:

·        Workless residents

·        Residents with low skill levels

·        In work, low earning individuals

·        Young people not in  ...  view the full minutes text for item 5a

            The Chief Executive submitted for the Committees consideration the following report:

“1.0      Purpose of Report or Summary of main Issues

            This paper provides an update to Strategic Policy and Resources Committee on the work of the newly-established Innovation and Inclusive Growth Commission.  Regular updates will be provided to this Committee throughout the Commission’s lifetime. 

2.0       Recommendations

            The Committee is asked:

            To note the update and in particular the proposed approach to ensuring good governance and oversight of the Commission’s work. 

3.0       Main report

            The Innovation and Inclusive Growth Commission was set up to support the Council and city partners in the further development and implementation of the priorities as set out in the Belfast Agenda.  A particular focus has been given to the priorities of (1) growing the economy and (2) city development.  The Commission will seek to deliver the core objective of inclusive growth.  Core membership of the Commission is as follows:

-       Suzanne Wylie, Chief Executive, Belfast City Council

-       Michael Lyons, Chair- English Cities Fund

-       Matthew Taylor, RSA (previously led RSA Inclusive Growth Commission)

-       Owen Reidy, or nominee, ICTU (tbc)

-       Emma Cariaga, British Land

-       Alice Charles, World Economic Forum

-       Joe O’Neill, Belfast Harbour Commissioners

-       Paddy Nixon, Vice Chancellor and President, Ulster University

-       Ian Greer, Vice Chancellor and President, Queen’s University Belfast

-       Rotha Johnston

-       Ronan Cregan, Deputy Chief Executive, Belfast City Council

-       Anne McGregor, NI Chamber of Commerce

-       Judith Totten, INI Non-Exec Board Member

-       Ed Vernon

-       Angela Magowan, Director, CBI Northern Ireland

-       Neil Gibson, EY

            However, the Commission will also take advice from a wide range of organisations including the Nevin Institute and JRF etc.

            Inclusive and Sustainable Growth

            At the previous meeting of SP&R, it was agreed that the Commission’s membership would be broadened to include a wider range of economic expertise and viewpoints.  Since the meeting, and following invitation to join the Commission, ICTU has confirmed it will nominate a member.  The Nevin Institute has also been contacted to provide advice and insight to the Commission.  As the Commission’s work proceeds, it will also seek advice from Trademark and other similar organisations to ensure that insights and practice on co-operative development inform the Commission’s work.  We are also seeking insight from social enterprise organisations to provide advice throughout.  As agreed, inclusive growth has been re-emphasised in the Commission’s terms of reference and its title brief, and Commission members were also briefed on the importance attached to inclusive growth at its first meeting.  Specific reference has been made to cities that have developed economic strategies with inclusive growth or ‘good growth’ as core goals, and officers have been tasked with seeking input and insights from cities that can demonstrate success in this area.  As the Commission develops it will align with ongoing work on climate change and sustainable development and seek advice from Leeds Climate Commission, Place based Climate Action Network (PCAN), Friends of the Earth etc

            Governance and  ...  view the full minutes text for item 5b

            The Director of City and Organisational Strategy submitted for the Committees consideration the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The report provides an update for Members on key priority strands of work being taken forward, in collaboration with community planning partners, to deliver the Belfast Agenda and sets out proposals to further enhance the involvement of partners and key stakeholders in supporting delivery.

2.0       Recommendations

2.1       The Committee is asked to:

a)     note the work currently underway across community planning partners to deliver the Belfast Agenda;

b)     note the proposed establishment of a ‘Growing the Economy and City Development Board’ and a ‘Sustainability and Resilience Board’ as part of the Belfast Agenda city governance arrangements;

c)     consider and approve that a Members’ Belfast Agenda Reference Group be formed comprising the Party Group community planning nominated leads; and

d)     consider and approve the implementation of measures to strengthen the representation and involvement of the voluntary, community and social enterprise (VCSE) sectors in community planning. 

3.0       Main report

            Key Issues

3.1       The Belfast Agenda, the city’s first community plan, was published in November 2017 and was led by the Council in partnership with its community planning partner organisations and shaped through a substantial engagement and consultation process. It is a long term framework outlining how the Council and its community planning partners will work collaboratively to deliver an ambitious and inclusive vision that will create a better quality of life for all citizens in Belfast.

3.2       Following the publication of the plan, the community planning team undertook a series of engagements with partners across the Belfast Agenda’s four priority areas. The purpose of which was to identify and define the specific range of activity underway/planned across partners in support of the Belfast and to consider and identify key strategic gaps or opportunities to deliver collaborative gains from working  in partnership under community planning. Action plans had been developed and approved by the Community Planning Partnership (CPP) in October 2018 and are now being implemented through the agreed governance structures including a series of delivery focused boards, comprising CPP partners, formed on a phased basis linked to the priority pillars of the Belfast Agenda. Boards focused on Living Here and Working and Learning have been established and giving focus to the following priority areas for collaborative gain. Appendix 1 provides more detail on the specific work underway.

3.3

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       This report updates Members on the development and implementation of the £105m leisure assets capital programme.

2.0       Recommendations

2.1       The Committee is asked to note the contents of this report and

·        note the programme level update in respect of the new facilities under the leisure programme as outlined at 3.1-3.5

·        note that site visits to the three new centres have been arranged for Tuesday 25th September and that all Members are encouraged to avail of this opportunity (see 3.6)

·        note the update on communications around the opening of the new centres (see 3.7)

·        note the update on employment opportunities as arising from the new centres (see 3.8)

·        note the update on the Social Responsibility Plan which is being delivered (see 3.9)

·        note the update around the next phase of the Programme with respect to proposed closure and start dates for Avoniel and Templemore (see 3.11 & 3.12)

·        note the update with respect to a further leisure development at the Girdwood site as outlined at 3.13 and agree the request from DFC that the Council acts as Delivery Agent for the project under the current LTP Governance structures.  Members are further asked to note that the next steps will include working up options (further options can be added), appointing Integrated Consultancy Team (ICT) and developing concept designs before carrying out public consultation.  Members are asked to note that DFC are funding the appointment of the ICT

·        agree that a feasibility study is undertaken on the rest of the Council’s leisure estate with a focus on Ballysillan, Whiterock, Shankill and Loughside with further detail to be brought back to Committee in due course

3.0       Main report

            Programme level

3.1       Members will recall that they have agreed the design cost limits and the citywide USP strategy for the Council’s £105m leisure programme, which will ensure that the city has a unique offering in terms of its leisure provision and minimises any duplication of provision ensuring both balanced investment and value for money. A high level summary of the current status of all the projects is outlined below –

            Project Updates 

            Current builds

3.2       Works are well underway  ...  view the full minutes text for item 6a

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of Main Issues

1.1       The Council’s Physical Programme covers over 150 live regeneration projects across a range of funding streams including the Capital Programme, Leisure Transformation Programme, Belfast Investment Fund, Local Investment Fund, Social Outcomes Fund and the projects which the Council is delivering on behalf of other agencies. This report highlights projects recommended to be move through the approval stages.

2.0       Recommendations

2.1       The Committee is requested to –

            Proposed movement

·        agree that the Boodles Dam abandonment and redevelopment project is moved to Stage 3- Committed on the Capital Programme. It is however recommended that this be held at Pre-Tender Stage pending planning approval and the tender return price at which stage the final budget will be brought back to Committee. Members are further asked to agree that the necessary procurement processes be initiated as required with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver  

            Externally funded programme

·        agree to the request by DFC to administer its Access and Inclusion Capital Programme 2019/20 in the Belfast City Council area.

3.0       Main report

            Key Issues

3.1       Proposed Movements – Capital Programme

            Members have previously agreed that all capital projects must go through a 3 Stage process where decisions on which projects progress are taken by SP&R. This provides assurance as to the level of financial control and will allow Members to properly consider the opportunity costs of approving one capital project over another capital project. Members are asked to agree to the following movement on the Capital Programme

            Any project which is being moved from Stage 2 to Stage 3 under the Capital Programme is required as part of the Council three stage approval process to complete an Outline Business Case (OBC). 

3.2       Project Update – Boodles Dam  

            Members will be aware that in August 2016 the Committee agreed to move Boodles Dam project to Stage 2- Uncommitted. Members have been previously updated that a Section 10 safety report has set out a recommendation for Boodles Dam to be abandoned due to the risk of a landslip from the landfill and park on the adjacent western slope.  The Dam has a heavily populated urban development downstream, and as a result is defined as a Category A reservoir and as such carries requirements for the Council under the Reservoir Safety Act. The most recent monitoring survey (Ligoniel Park - 2019 Ground Movement Survey) undertaken in July 2019 provides evidence of ongoing movement of the ground uphill of the dam  ...  view the full minutes text for item 6b

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

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to present to the Strategic Policy and Resources Committee, the Statement of Accounts of the Council, including the Annual Governance Statement, for the period ending 31 March 2019.

1.2       The Statement of Accounts are an important element of the council’s overall corporate governance framework as they provide assurance to Members and ratepayers on the stewardship of the council’s finances and its financial position.

1.3       The Statement of Accounts for the year ended 31 March 2019, as attached, have been prepared in line with the Code of Practice on Local Authority Accounting in the United Kingdom 2018/19 based on International Financial Reporting Standards and the Department for the Communities Accounts Direction, Circular LG 12/19 dated 29 March 2019.

1.4       I can confirm that the Statement of Accounts for the year ended 31 March 2019 has been prepared in the form directed by the Department for the Communities and in my opinion the Statement of Accounts give a true and fair view of the income and expenditure and cash flows for the financial year and the financial position as at the end of the financial year.

2.0       Recommendations

2.1       The Committee is asked to

·        Approve the Council’s Statement of Accounts and incorporated Annual Governance Statement for the year ended 31 March 2019.

·        Agree that this paper should not be subject to call-in (as indicated above) because it would cause an unreasonable delay which would be prejudicial to the Council’s and the public’s interests given that the statement of accounts must be published by 30th September 2019.

3.0       Main report

            Key Issues

            Audit Opinion

3.1       It is the Local government Auditors’ opinion that:

·        the financial statements give a true and fair view, in accordance with relevant legal and statutory requirements and the Code of Practice on Local Authority Accounting in the United Kingdom 2018-19, of the financial position of Belfast City Council as at 31 March 2019 and its income and expenditure for the year then ended; and

·        the statement of accounts have been properly prepared in accordance with the Local Government (Accounts and Audit) Regulations (Northern Ireland) 2015 and the Department for Communities directions issued thereunder; and

·        the part of the Remuneration Report to be audited has been properly prepared in accordance with the Department for Communities directions made under the Local Government (Accounts and Audit) Regulations (Northern Ireland) 2015; and

·        the information given in the Narrative Report for the financial year ended 31 March 2019 is consistent with the financial statements.

            Reserves

3.2       General Fund

            The credit balance on the General Fund has increased to £25,796,988 (of which £12,957,466 relates to specified reserves).  The movement on the reserves balance is summarised in Table 1 below:

            Table 1: Summary of Reserves Position

            The Committee considered the undernoted report:

“1.0      Purpose of Report

1.1       This report provides an update on the priorities and work in progress to establish the efficiency agenda and associated targets for 2020/21 - 2022/23.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the challenges to be taken into consideration in setting the efficiency programme

·        Agree an interim efficiency target of £3m for 2020/21 subject to review as the rates process progresses.

·        Note that a further report on progress will be brought to Committee in October/November as part of the Rate Setting timetable.

·        Agree the work streams needed to support the efficiency agenda going forward.

3.0       Main report

3.1       Background

            Over the past 14 years the Council has delivered over £29m year on year cash efficiency savings. For the 2 year period 2018/19 to 2019/20, Members increased the target from £2m to £3m, the efficiencies to be realised from reductions in spend (£2.5m) and increased income (£0.5m). The potential for securing efficiencies beyond this time frame required transformational change and revised targets would be set in tandem with the priorities of the new Council.

3.2       Current Position

            Efficiency targets for 2020/21 and future years have not been finalised. As advised at the Strategic Policy & Resources Committee meeting of 23rd August, a number of factors need to be considered as part of the rate setting process including business as usual risks, existing priorities growth priorities and efficiencies. These can be further considered in terms of uncontrollable and controllable.

            Uncontrollable Costs

            Employee Related

3.3       Employee related costs are one of the major uncontrollable costs faced by the Council. As advised at the Strategic Policy & Resources Committee meeting of 23rd August the National Pay Award and NILGOSC Triennial Valuation will be the key pay pressures. Both are still subject to review.

3.4       A Regional Briefing on the Future Pay Settlement was being held by NILGA on 10th September to allow Northern Ireland Councils to consider the Trade Union Side new pay claim for the year commencing 1st April 2020.  Negotiations between the Employer side and Trade Unions are ongoing.

3.5       The Actuary is currently in the early stages of work for the 2019 NILGOSC valuation. However, NILGOSC have advised that by the end of September they should be able to provide an estimate of what the Employers’ Contribution Rates for the next three years are likely to be.  Officers from Finance will be attending a seminar on 9th October and again will report back as part of the rate setting process.

            In the interim, for the purposes of medium term financial planning, a 2% pay rise and a 1% increase in pension contribution has been assumed for 2020/21, 2021/22 and 2022/23.

3.6       Other uncontrollable costs

            Brexit and the current political climate make it difficult for departments to budget for central government funding streams.  CPI is forecast to be between 1.9% - 2.2%. Although inflation may be viewed as an uncontrollable cost, Departments  ...  view the full minutes text for item 7b

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       Members will recall that the Council applied for and has now been awarded £11.5M from the Department of Culture Media and Sport’s (DCMS) Local Full Fibre Networks (LFFN) Programme. Digital Services has now completed the procurement of gigabit fibre optic network services which will connect and future proof the network connections of 201 Council buildings across the city for the next 35 years.

1.2       This report provides an update on the outcome of the procurement, the potential benefits of a full fibre network for BCC and estimated timescales for delivery.

2.0       Recommendations

2.1       Approval is sought to enter into a Digital Fixed Line Infrastructure Wayleave Agreement with Virgin Media in respect of the installation of electronic communication apparatus at locations within BCC ownership.

3.0       Main report

3.1       Virgin Media has been awarded the BCC Full Fibre network contract that will connect 201 BCC sites across the city with gigabit fibre optic network connectivity. 

            The new BCC gigabit fibre network will:

·        Meet our network connectivity and digital business requirements for the next 35 years,

·        Deliver almost unlimited bandwidth potential of optical fibre,

·        Provide a more secure purpose built point-to-point network,

·        Open up new possibilities for the underlying fibre infrastructure to:

o   support the development of new 'smart' technology initiatives now and in the future,

o   and enable more efficient delivery of digital services like telephony and CCTV for the Council.

3.2       Virgin Media will utilise their existing fibre optic network to provide a fibre solution to Belfast City Council. 80% of the network will be provided through existing infrastructure, significantly reducing potential disruption caused by street works.

            The remaining 20% of the network will be new build, meaning that there will be some requirement for street works. Early engagement with the Highways division and Virgin Media’s experience in network deployment will hopefully ensure that disruption to communities and businesses is kept to a minimum.

3.3       The provision of the new BCC network will provide several additional benefits by:

·        Allowing Virgin Media to extend its fibre footprint in Belfast to an increased number of businesses and communities,

·        Increasing procurement opportunities for Belfast businesses and consumers for digital connectivity,

·        Indirectly leading to:

o   increased investment in Belfast,

o   encouraging economic growth,

o   and creating new job opportunities.

3.4       Virgin Media Business’ existing network footprint within Belfast ensures that implementation timescales will be much shorter than originally anticipated. It is expected that roll out of the new BCC full fibre network will be completed in under a year, with an estimated timescale for delivery of September 2020.

3.5 Successful delivery of the network will require assistance from several Council departments, including:

·        Estates and Legal Services

o   Virgin Media are required to enter into a Wayleave Agreement with BCC to record the locations and terms of the installation of electronic communication apparatus at sites within BCC ownership. The final destinations of the full fibre apparatus  ...  view the full minutes text for item 7c

            The Committee noted the activities detailed in the report which had been undertaken to establish the Council’s new Commercial and Procurement Services (CPS) function.

The Committee:

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

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

·       Agreed to accede to Standing Order 55 exceptions in relation to contracts detailed in Appendix 1 Table 2;

·        Noted the contracts awarded from June to August 2019 inclusive as detailed in Appendix 1 Table 3; and

·        Noted that it had delegated authority in relation to the award of contracts.

Appendix 1 –

Schedule of Tenders and Contracts Awarded

for Consideration/ Notation

Table 1 - New Tenders

Table 2 - Direct Award Contracts (Single Tender Action)

Table 3 – Contracts Awarded (June to August 2019)

            The Committee was reminded that the contract for the Bobbin was due to be re-let following the decision of the Committee on 25th January 2019.  At that meeting, the City Solicitor had indicated that he was exploring opportunities to increase revenue whilst enhancing the customer experience at the City Hall.  Accordingly, approval was being sought for the inclusion of an outdoor self-contained catering unit in the Bobbin tender to offer small scale catering in the grounds of the City Hall.  The unit would be present during events and busy months of footfall in the grounds (the dates to be pre-agreed with the franchisee and Function Management Unit but not including the annual Christmas and Spring Continental Market).  The unit would be a welcome addition to the grounds for tourists and locals to avail of tea, coffee and traybakes whilst enjoying the grounds environment.  This self-contained unit would provide revenue to the Council as part of the franchise tender and would be included as part of the contractual arrangement in respect of the Bobbin.

            The Committee approved the recommendation in respect of a self-contained catering/coffee unit in the grounds of the City Hall to be included in the Bobbin tender and noted that the decision at this time was an in principle one and further authority would be sought with further details on the siting, scale and appearance of the unit and operating principles at a later date.

            The Committee approved and adopted the minutes held on 9th September 2019 including:

·        to note the contents of the 2019 Bonfire and Cultural Expression Programme report, and include the findings and recommendations within the independent monitoring and evaluation report in any deliberations regarding a framework for an approach to bonfires.

·        to agree to the rescheduling of the Building Positive Relations 4 (BPR4) Belfast and the World study visit to March 2020.

·        that subject to the Legal Services Section confirming that the Council’s Equal Opportunities Policy, in conjunction with Section 75 of the Northern Ireland Act 1998 and other relevant legislation and policies, was fit for purpose, there was no requirement to adopt a separate definition in this instance, as sufficient protection was afforded to all citizens including those who were Jewish.

·        that the Chairperson of the Shared City Partnership would meet with Mr. S. Jaffe, in response to his request.

·        in principle, to allocate support costs to assist with storage for donations relating to the Syrian Vulnerable Persons Relocation scheme, including £300 this financial year and £300 the following financial year, subject to the DfC advising why it was unable to cover the costs.

·        that funding of up to £5,000 be made available for contributions of up to £500 for a maximum of ten groups to deliver the Goodwill Christmas events at interfaces across the City, with authority given to the Strategic Director of City and Neighbourhood Services to allocate funding awards;

·        that a contribution of up to £2,000 from the Good Relations budget be made available to the TASCIT group to develop a programme of Good Relations activity for the proposed Upper North Belfast Confidence Building Forum; and

·        that the Shared City Partnership would support the ongoing work of TASCIT, through providing facilitated conversations with members and Council staff, and the provision of a room and small scale hospitality as outlined.

            The Committee was advised that the Council 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.  The rural population of Belfast was approximately 1,484 people comprising the small settlements of Edenderry, Hannahstown and Loughview. 

            The requirement to monitor and report applied to all Northern Ireland Departments and District Councils from 1st June, 2017.  The Council was required under Section 3(1) of the Act to:

·        compile information on the exercise of its functions under Section 1(1) of the Act;

·        include that information in their annual report; and

·        send that information to the Department of Agriculture, Environment and Rural Affairs on the Rural Needs Annual Monitoring Return.

            The Committee approved the Council’s Annual Monitoring Return to DAERA for 2018-19, on a holding basis, subject to ratification by the Council at its meeting on 1st October.

            The Committee was advised that Onus was a social enterprise organisation offering best practice advice and specialist training on domestic violence and abuse for employers and their staff.  The Council had participated in the Onus Workplace Charter since 2013 and last year had been presented with the Platinum Award (the highest award available).  The award involved an annual assessment process to ensure that best practice was sustained.

            The annual award ceremonies are hosted by participating organisations, in most instances other councils, with last year’s event being hosted by Lisburn and Castlereagh City Council.  At the meeting of the Committee in June, it had agreed to a request from Onus for the use of the City Hall for this year’s award ceremony taking place on 19th November, 2019 and the provision of hospitality in the form of tea, coffee and biscuits.  Since that Committee approval, Onus had requested the additional provision of a light finger buffet and it was the understanding that such hospitality had been provided at previous awards ceremonies by the host organisation. 

            The Committee agreed the provision of additional hospitality at the Onus 10th Annual Awards Ceremony on 19th November.

            The Committee approved the recommendations made in respect of applications received up to 6th September, 2019, as set out in the undernoted appendix:.

            The Committee was advised that two requests had been received for the use of the Council Chamber.

            The first was from the British Council for the use of the Chamber on 11th February, 2020 for its Mock Council of the European Union.  The event would be two debates for school children, aged 16-18 years and this annual event had been running for fourteen years.  The British Council had also requested the use of the Banqueting Hall for lunch for the students.  If the Committee was minded to approve the application, then there would be no charge applied for the use of the Banqueting Hall due to the charitable nature of the organisation and this function would meet the criteria for the Use of the City Hall as agreed previously by the Committee.

            In addition, a request had been received from the Queen’s University Belfast Student Union for the use of the Council Chamber on 4th February, 2020 for its monthly meeting.  The Student Union Council was made up of local and international students and the event would be tabled motions and exact topics to be debated and would be provided to the Function Management Unit two weeks prior to the event for approval. 

            The Committee approved the application by the British Council and the application from Queen’s University Student Union for the use of the Council Chamber and to the use of the Banqueting Hall for lunch by the British Council.

            The Committee approved and adopted the minutes of the meeting of the Audit and Risk Panel of 10th September, 2019.

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 12th September, 2019.

            The Committee noted the minutes of the meeting of the Active Belfast Limited Board of 9th September, 2019; and agreed to utilise the mobilisation fund to offer those of an age 16 and under and 5 and over a membership card for leisure facilities free of charge.

            Prior to consideration of the minutes, the City Solicitor drew the Members’ attention to the decision under the heading “Sustainable NI Working Group” agreeing that it be represented on the Working Group by Councillors Smyth and Ferguson.

            He pointed out that the Council made appointments to outside bodies based on proportionality using the Saint Lague System and that this had been done at the June meeting of the Committee.

            However, the Committee also agreed a process to deal with any additional requests from outside bodies for Council representation during the Council term, in that the Party or Parties who would have had the next available choice(s) under the Saint Lague table would be asked to nominate a representative(s).

            The nominations to that Working Group fell under this policy and therefore the two places should be offered in the first instance to the Parties who had the next two choices, namely Sinn Féin and the Green Party.

            Subject to the foregoing amendment, the Committee approved and adopted the minutes of the meeting of the Working Group on the Climate Crisis of 16th September.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

            Following SP&R discussion in August, to consider next steps towards declaring a Climate Emergency.

2.0       Recommendations

2.1       That SP&R considers the actions which should be undertaken in advance of Belfast being in a position to declare a Climate Emergency. 

2.2       To consider the recommendation of the All-Party Group on the Climate Crisis that Council should immediately declare a Climate Emergency.

3.0       Main report / key issues

3.1       The August meeting of Strategic Policy & Resources Committee agreed to refer a previous motion to declare a climate emergency to the All-Party Working Group on the Climate Crisis.  The Committee also agreed that a report be submitted to its monthly meeting in September, setting out proposed actions to be undertaken in advance of Belfast being in a position to declare a Climate Emergency, with the aim of that being before the end of 2019.

3.2       On 16th September, the All Party Working Group on the Climate Crisis met, and discussed its programme of work and the steps it will take in the coming months to better understand the scale and nature of climate risks for Belfast.  It agreed that it would work to produce a substantive report to SP&R by December, which would set out with as much detail as possible a programme of work on climate resilience. 

3.3       The December report will be informed by the following:

-       Conclusion of the ‘Mini Stern’ – an economic analysis of CO2 reductions for the city

-       Conclusion of a high level risk assessment of the city’s infrastructure and the impact of various climate related scenarios

-       Ongoing learning from cities such as Leeds, Manchester and Glasgow in developing a methodology for assessment of climate risks and a mitigation and adaptation strategy

-       An appraisal of the costs associated with developing a climate adaptation and mitigation plan as part of the annual estimates process

3.4       This work has been commissioned as part of the ongoing development of the city’s Resilience Strategy.

3.5       The All Party Working Group also discussed the matter of whether it should recommend to SP&R to declare a Climate Emergency as soon as possible.  It recognised that there is merit in waiting to conclude the work outlined above.  However, in the context of a range of recent national and global reports that point to clear and persistent risks to the city arising from climate change, the Working Group felt it should reflect the urgency of the climate crisis, and as other local councils have done, should declare a climate emergency forthwith. 

3.5       The Working Group reiterated its commitment to undertake the actions outlined in 3.3

3.7       Financial & Resource Implications

            There are no financial and resource implications at this time. The final report presented in December will include indicative costings as described above. 

3.8       Equality or Good Relations Implications/Rural Needs Assessment

            There are no Equality or Good Relations/ Rural Needs Assessment implications at  ...  view the full minutes text for item 9h

            In accordance with notice on the agenda, Councillor McAllister raised the issue of shared future proofing decisions.

            After discussion, the Committee agreed that the matter be referred in the first instance to the Party Group Leaders’ Consultative Forum.

'This Council recognises the significant detrimental effect that single use items have in Belfast; calls for the creation of an internal strategy to do away with single use item usage; and, agrees to review our internal waste policies alongside supporting any resulting recommendations with appropriate funding and necessary resources'