Agenda and minutes

            Apologies for inability to attend were reported from Councillors Carson, Dorrian and Nicholl.

            The minutes of the meeting of 20th September were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st October.

            Councillor Walsh declared an interest in respect of item 8b – Requests for Revision of Hospitality for Supported Conferences, in that he was on the board of Visit Belfast.

The information contained in the reports associated with the following 2 items is restricted in accordance with Part 1 of Schedule 6 of the Local Government Act (Northern Ireland) 2014.

      Resolved – That the Committee agrees to exclude the members of the Press and public from the Committee meeting during discussion of these items as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (NI) 2014.

The Committee:

                      I.     Gloucester Street Offices – Update on proposed disposal

Noted the update on the disposal and marketing process in respect of a site comprising former Council offices at Gloucester Street, with further updates to be brought back to the Committee as appropriate in relation to the future development or disposal of the site.

                     II.     Marrowbone Millennium Park – Proposed acquisition of adjoining lands at Jamaica Road

Approved the acquisition of land at Jamaica Road from the Northern Ireland Housing Executive (NIHE) for the delivery of the Urban Villages scheme providing new changing facilities and upgrade works to the existing pitches.  It also agreed to the Council entering into a Deed of Dedication for use of the land for the project for 25 years and to enter into a licence with the NIHE to allow Council’s contractors on the sites to complete the development works.

                      III.   Bloomfield Walkway – Licence Renewal

Approved a new licence agreement with the Department for Infrastructure relating to the Council’s use of Bloomfield Walkway for works and maintenance programmes.

                     IV.   Benview and Ballysillan Community Centre – Licence Renewal

Approved a new licence agreement from Benview and Ballysillan Avenue Tenants Association for the use of Benview Community Centre as a play centre.

                       V.   Hanwood Centre – Insurance Premium

Authorised that the insurance premium invoices raised in respect of the financial years 2015/16 through to 2018/19 be written off, in accordance with Section M12 of the Council’s Financial Regulations. 

                     VI.   Gasworks Northern Fringe Masterplan

Approved the recommendation of the City Growth and Regeneration Committee to bring forward the commercial use elements identified on Plots A and D of the Gasworks Masterplan as social enterprise or community infrastructure schemes to be developed within a 5 year period following receipt of outline planning permission and subject to terms to be agreed by the Estates Unit and the Council’s Legal Services.

            The Committee considered a report relating to issues affecting the Children and Young People’s (CYP) project - Tech Connects (CYP1) and seeking approval to amend the contract for delivery of the project.

            The Committee:

                         (i)          approved, in principle, Option 4 for the ongoing delivery of the CYP1 project;

                        (ii)          agreed to delegate authority to the Director of City and Neighbourhood Services to amend the contract with Ashton Community Trust in line with Option 4 and subject to the funders’ amendments / approval; and

                       (iii)          agreed to increase the value of the contract by 10% of the original contract value

            The Committee was reminded that, at the Council meeting on 1st October, the following motion, which had been proposed by Councillor Dorrian and seconded by Councillor McMullan, had, in accordance with Standing Order 13(f) been referred to the Committee for consideration:

“This Council continues to stand with those who suffered as a result of the Srebrenica genocide. We will continue to support those who suffered during this shameful time and mark the occasion with a suitable event, which informs the wider community and promotes the message of reconciliation.”

            The Committee noted the motion and agreed that a report on how this would be facilitated, resourced and managed would be brought back to the Committee.

            The Committee was reminded that, at the Council meeting on 1st October, the following motion had been proposed by Councillor Nicholl and seconded by the Deputy Lord Mayor, Councillor McReynolds:

“That this Council notes that other Councils produce a monthly status report in relation to Notices of Motion; and agrees Belfast City Council adopts a similar practice and produces a monthly Notice of Motion Update which will be brought to each full Council Meeting, detailing the following:

1. Date received

2. Notice of motion title

3. Submitted by which Councillor

4. Council meeting date

5. Committee motion is referred to

6. Outcome of committee where Notice of Motion will be debated

7. Month it will be reported back to committee

8. Other action to be taken.”

            In accordance to Standing Order 13(f), the motion had been referred without debate to the Committee.

            The Committee noted the motion and noted also that a report on the future management of Notices of Motion was currently being prepared and was under discussion with Party Group Leaders.  This would be brought to the Committee for consideration in the coming months.

            The Committee was reminded that, at the Council meeting on 1st October, the following motion, which had been proposed by Councillor de Faoite and seconded by Councillor McKeown, had, in accordance with Standing Order 13(f), been referred to the Committee for consideration:

“This Council:

Recognises that many of the decisions taken by Council can and will have environmental implications, whether intentional or not;

Believes that information about the environmental impact of decisions made by Council can help to inform elected members and officers about more sustainable and resilient practices and approaches;

Agrees to include details of the environmental implications of proposals or decisions in all reports which are brought to Council or any of the Standing Committees or Working Groups”.

            The Committee noted the motion and agreed to a report being brought back on how this would be facilitated.

            The Committee considered the following report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       To consider a motion on the Climate Change, which was referred to the Committee by the Council at its meeting on 1st October. 

2.0       Recommendation

2.1       The Committee is requested to:

·        consider whether it wishes to agree to permit the proposer to amend the motion into the form of words appearing at 3.2 of the report.

·        consider whether it wishes to adopt that motion.

3.0       Main Report

3.1       At the Council meeting on 1st October, the following motion was proposed by Councillor O’Hara and seconded by Councillor Matt Collins:

            ‘This Council notes the Intergovernmental Panel on Climate Change (IPCC) special report on global warming of 1.5°C, published in October 2018, which tells us that limiting Global Warming to 1.5°C may still be possible with ambitious action from national and sub-national authorities, civil society, the private sector, indigenous peoples and local communities and notes the UK Governments target of reducing emissions to net-zero by 2050.  Council also notes the recent Intergovernmental Science-Policy Platform on Biodiversity and Ecosystem Services (IPBES) reports on global species and habitat loss. This Council has supported a motion to declare a Climate Emergency and in light of these, this Council commits to a more ambitious and more urgent target of net-zero emissions than 2050. This target will be informed by the work undertaken below and will reflect the ambition of similar cities in the UK with an initial interim target of 80% by 2030.

            Council therefore;

·        Commits to becoming a carbon-neutral organisation as urgently as possible, and will publish an evidence-based decision on a target year by 2021 (including Scope 1, Scope 2 and Scope 3 emissions as defined by the Greenhouse Gas Protocol);

·        Requests that the Chief Executive reports back to Council within eighteen months with an Action Plan and ‘roadmap’ to ensure that Belfast City Council becomes a carbon-neutral organisation by a recommended date;

·        Requests that the Chief Executive reports back to Council by 2021 with detailed information about how the Council will work with partners across the Belfast City Council Area and with central and devolved government to seek to ensure that Belfast District’s net carbon emissions (Scope 1, Scope 2 and Scope 3) are reduced by 80% as speedily as possible compared to 2005 levels. This will include a resourcing plan for the Council and what that will require in terms of council decision making on the rates consequences.  The working group will also receive a report on the costs and activities required to develop a deliverable plan, including the expertise that will need to be procured;

·        Requests that Council immediately establish a Resilience and Sustainability Board similar to that in Manchester, to underpin our efforts to decarbonise Belfast;

·        Requests that the Council writes to the Central and Devolved government requesting:

(a)    additional powers and funding to make our climate mitigation and adaptation work possible; and

(b)   that Ministers work with other governments to ensure that  ...  view the full minutes text for item 9.

            The Committee was reminded that the Council, at its meeting on 21st May, had passed the following motion on CCTV in care homes, which had been proposed by Councillor Heading and seconded by Councillor Whyte:

“This Council notes the campaign by the Dunmurry Manor Relatives Organisation to highlight the need for CCTV cameras in communal areas of residential homes.  The Council calls on the Department for Health to include the provision of CCTV in any contract made with a private home where the care of the elderly is carried out.”

            The Committee was reminded also that, at its meeting on 23rd August, it had considered a response from the Permanent Secretary, in which he had stated that the compulsory introduction of CCTV into residential and nursing homes would, initially, be likely to require Ministerial agreement, along with the probable introduction of new legislation. 

            The Permanent Secretary had highlighted the fact that the Commissioner for Older People had, within his “Home Truths” report into Dunmurry Manor Care Home, included a recommendation for the Department for Health/Regulation and Quality Improvement Authority to produce a comprehensive guidance on the potential use of covert and overt CCTV in care homes, compliant with human rights and data protection law.

            He had concluded by pointing out that, as a Health and Social Care Service, advice was currently being developed for any incoming Minister and that the views of stakeholders would be considered as part of that process.

            At that meeting, the Committee noted the response from the Permanent Secretary and agreed that a further letter be forwarded to him seeking clarification on whether the advice to which he had referred had now been drafted and, if so, calling for it to be published.

            The Permanent Secretary, within his latest response, had pointed out that the work on developing the advice for incoming Ministers was continuing and that it would be inappropriate to publish it in advance of any new Minister having the opportunity to consider it. 

            The Committee noted the response.

            The Committee was advised that the Corporate Plan was a key governance document, cited in the council’s constitution as the means by which the Strategic Policy and Resources Committee set out the strategic direction of the Council.  It set out what the Council wanted to achieve for the city and the key priority actions to make that happen.  Those priorities were then used as the basis for the rate setting process.

            A draft Corporate Plan had been presented to the Committee on 21st June and the Committee had agreed to a member engagement process over the summer period.  This engagement had subsequently taken place, as follows:

·        Workshop attended by Party Group Leaders, Chairpersons and Deputy Chairpersons of the Standing Committees (8th August);

·        Party Group Briefings (August);

·        People and Communities and City Growth and Regeneration Committee Workshops (September); and

·        Party Leaders’ Consultative Forum (October).

            The draft Corporate Plan reflected the discussions undertaken during those engagement sessions.  It was now recommended that a formal 12 week public consultation exercise be undertaken before a final plan was brought back to the Committee for approval.

            In order to provide assurance to the Committee that the Corporate Plan was being delivered, a 2019-20 delivery plan had been circulated.  A new delivery plan would be provided every year in line with the rate setting process and update reports would be provided on a six monthly basis that would inform Members if the priorities were on track for delivery.

            The Committee:

·        Approved the draft 2019-20 Corporate Plan and authorised the commencement of a 12 week Public Consultation Process;

·        Noted the 2019-20 Delivery Plan and agreed to receive 6 monthly updates at the relevant Standing Committee.

            The Committee considered the following report:

“1.0      Purpose of Report

1.1       To present members with:

·        An update on the Programme’s approach to date on Equality Impact and Rural Assessment

·        An overview of the approach to engage with our customers and the associated timeline

·        A draft version of the ‘Customer Vision’ document that will be used throughout the draft consultation and engagement phase

2.0       Recommendations

2.1       The Committee is asked to:

·        Review and comment on the Customer Vision document due to be used as part of the draft consultation and engagement phase (Nov 2019 – Jan 2020)

·        Consider and agree the proposed timeline of activity to engage with customers on the programme and the Customer Vision document.

·        Review and note the findings from the initial Rural Needs Assessment

3.0       Main report

3.1       Initial Equality Impact Screening

            The Customer Focus Programme has been screened and the recommendation is that we defer the final decision in relation to the outcome of this comprehensive screening to allow for consultation feedback, including Section 75 groups. Once this consultation is complete, the feedback will to used, if applicable, to update the screening and a view taken as to the best screening outcome decision.

3.2       Customer Vision Document

            The Customer Vision document is an easily understood and coherent vision that clearly explains the direction of travel for the customer focus programme and the Council. In partnership with our customers and stakeholders, it identifies evolving customer preferences and expectations in response to technological advances.   Equally, it  highlights and helps direct future planning and implementation in the areas of:

·        Channel management

·        Customer insight and segmentation

·        Voice of customer /Voice of the employee

·        Performance management

·        Stakeholder management

·        Marketing and communications

3.3       Proposed Approach & Timeline for Engagement

            It is proposed that the Equality Impact and Rural Assessment is managed using a 3 phased approach:

1.      Draft Screening Phase (current state)

2.      Draft Consultation and Engagement Phase (12 weeks)

3.      Testing Phase (ongoing future until completion of programme)

3.4       We are currently in a draft screening phase and we are deferring the final decision in relation to the outcome of this comprehensive screening to allow for consultation feedback. Once this consultation is complete, the feedback will to used, if applicable, to update the screening and a view taken as to the best screening outcome decision.

3.5       The draft consultation and engagement phase will take place over 12 weeks and will involve engaging with all the groups identified as part of the equality and disability list provided by the Equality and Diversity Unit as well as engaging with the Cedar Foundation, the Consultative Forum and BME groups. We anticipate this phase to be initiated in November 2019. The engagement will be primarily around the Customer Vision Document and the proposed future plans of the programme.

3.6       The programme needs to establish during this phase, the customers who would be willing to continue to provide feedback throughout the lifecycle of the programme and be contacted during the testing phase on a regular basis.

3.7  ...  view the full minutes text for item 13.

            The Committee considered the following 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 outlines

-       an overview of physical projects which have been recently completed

-       project recommended to be move through the approval stages

-       update on the IT Programme - Customer Focus Programme

2.0       Recommendations

2.1       The Committee is requested to –

            Recently completed projects

·        note the update on the Physical Programme as at 3.1. below and that the Physical Programmes Department is happy to arrange a site visit to any projects that have been completed/ and or are underway.

            Proposed movement

·        agree that the Relocation of Dunbar Link Cleansing Depot project is moved to Stage 2- Uncommitted project on the Capital Programme (see 3.2) to allow the project to be worked up in further detail. Members are asked to note that this movement does not constitute an investment decision nor a decision to close the depot at the current time.

            Project Update

·        note that satisfactory tender returns have now been achieved for two IT projects which form an integral part of the Customer Focus Programme (Customer Focus Programme -the Web CMS project and the New Telephony System) and that it is recommended that a maximum budget of up to £135,000 is now allocated per project.  The Director of Finance & Resources has confirmed that this is within the affordability limits of the Council

3.0       Main report

            Key Issues

3.1       Update - recently completed projects

            The council’s Physical Programme is a significant regeneration programme of investment across the city. An update on projects which have recently been completed is outlined below:

-       City Cemetery – Permanent Memorial to mark Plot Z1 – to create a permanent memorial for people (mainly babies) buried in Plot Z in the City Cemetery. A unveiling event was held on 12th September 2019 which was extremely well attended and received very positive feedback. 

-       BCC/ DfC Joint Schemes – a new 3G pitch and floodlights at White Rise and the new Old Golf Course Road Park

-       Urban Villages Initiatives – a number of projects have been recently completed on behalf of UV including - Sandy Row playground, Short Strand Community Forum – play area; The Diamond project; Glenbryn playground (match funded by DfC).

            Photos of the recently completed projects are attached at Appendix 1. Members are asked to note that the Physical Programme Department is happy to arrange site visits for Members/ party groups to any physical project.

3.2       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  ...  view the full minutes text for item 15.

            The Director of Physical Programmes 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 update Members on the current status of the two projects which the Council has previously agreed to act as the lead partner for under the Peace IV Objective 3.1–Shared Spaces and Services capital theme- Black Mountain Shared Space (BMSS) and Shankill Women’s Centre (SWC). Letters of Offer have now been received for both projects.

2.0       Recommendations

2.1       The Committee is asked to note –

·        the update on Black Mountain Shared Space Project

·        that a letter of offer has now been received for the Shankill Women’s Centre project and agree if they wish to sign the LOO

·        that if the Council agrees to sign the LOO for Shankill Women’s Centre then officers will move both projects to the next stage and start the procurement process in order to ensure that all Peace IV monies can be drawn down and spent within the strict SEUPB timelines

·        that the LOOs for both projects were lower than applied for and that officers will continue to work closely with both Groups to secure any additional capital funding required from other partners and also to secure sustainable revenue streams going forward

3.0       Main report

            Key Issues

3.1       On 20 April 2018, the Committee agreed to act as the lead partner for two projects under the Peace IV Objective 3.1 – Shared Spaces and Services capital theme – the Black Mountain Shared Space and Shankill Women’s Centre. In agreeing to this, it was flagged to Members that acting a ‘lead partner’ for these projects as opposed to the delivery partner had a number of potential implications for the Council including

-       underwriting any construction cost overruns

-       ensuring that ongoing revenue costs are secured and that in the case that there is a revenue shortfall that the Council will step in and cover this

-       being responsible for any clawback associated with non-delivery and/or non-compliance with the terms and conditions set out within the letter of offer. 

3.2       In addition the tight timescales for the delivery of Peace IV projects was highlighted to Members with all monies to be committed and spent by March 2023.  Members are asked to note that there is no flexibility within this timeframe and any expenditure past this date will have financial implications for the Council. 

3.3       While agreeing to act as the lead partner the Committee expressed strong support for both projects noting that this would constitute a potentially significant investment of up to €12.5m in the area which will build on the £3.1m already secured under the Peace IV Local Action Plan for the Springfield Road regeneration area and that it would also mark a significant further step towards the realisation of the ‘Peace Corridor’ stretching from Black Mountain to the city centre.

            Project Updates

            Black Mountain Shared Space

3.4       Members will be aware that a Letter of  ...  view the full minutes text for item 16.

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

“1.0      Purpose of Report

1.1       This report provides a draft high level response to the Land & Property Services (LPS) consultation on the Review of Business Rates.

2.0       Recommendations

2.1       The Committee is asked to:

·        Approve the draft high level response for submission to LPS and

·        Note the ongoing engagement with LPS in relation to detailed development to changes to rating policy.  SP&R Committee will be kept fully informed of the ongoing engagement.

3.0       Key Issues

3.1       Background Information

            Business rates is the primary source of income for the Council.  Belfast City Council currently gets revenue income from Fees & Charges, Grants and Rates (both domestic and non-domestic). The District Rate makes up 44% of the Rates bill, with the rest, 56%, being the regional rate. Approximately 78% of our income comes from the District Rate, of which 64% comes from Non-domestic (Business) Rates, and 36% from Domestic Rates.

3.2       2019 Review of Business Rates

            The Department of Finance have announced plans to undertake a full and comprehensive review of business rates in Northern Ireland. This review was launched on 16 September with responses due by 11 November (8 weeks). A similar review was undertaken by Kenneth Barclay in Scotland over a period of one year (2016-17) which produced 30 recommendations.

3.3       The consultation questions contained in the consultation are:

·        How can revenues from district and regional rates be raised in a way that is fair and equitable and without placing an unacceptable burden on business ratepayers?

·        What ways can be found to widen the tax base that could facilitate a lower level of business rates?

·        How can a fair distribution between district rates and regional rates be sustained?

·        How can a fair distribution between non-domestic and domestic rates be sustained?

·        What reliefs and supports are necessary and might be introduced, changed or ended, targeted in line with Executive priorities and recognising ability to pay?

·        What alternative tax options should be considered to complement or partially replace property based non-domestic rates to allow for lower levels of revenue from business rates?

3.4       These are very wide and significant questions and will require careful consideration before providing a detailed response. As the consultation period ends on 11 November, there will not be time to give the considered response necessary.

3.5       Draft Belfast City Council Response

            Given the short turnaround time of the consultation and the complexity of rating policy, the draft response is therefore high level with a commitment to continue working with LPS in providing a more detailed response.

3.6       The following is a summary of our high level response:

1.      Consideration of local authorities being given the power to introduce reliefs to reflect the specific circumstances of their locality and local economy.

2.      How the rating system can be aligned to support growing the economy.

3.      How the rating system can be used to support city centre living such as relief for build-to-rent properties and purpose  ...  view the full minutes text for item 18.

            The Committee:

·        Approved the public advertisement of tenders as per Standing Order 37a detailed in Appendix 1 (Table 1);.

·        Approve the contract extensions as detailed in Appendix 1 (Table 2);

·        Noted that the Committee had delegated authority in relation to the award of contracts:

Table 1 – Tenders to be Advertised

Table 2 Contract Extensions

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is outline the approach for a public consultation as agreed at Special Council on 11 October 2019.

2.0       Recommendations

2.1       It is recommended that Members approve the approach for the public consultation as set out below.

2.2       In view of the time within which decisions will be required, the Committee is asked to agree to the suspension of call-in.

3.0       Main report

            Background

3.1       The Council agreed a Language Strategy 2018-2023 which aspires to create a place where linguistic diversity is celebrated and respected. The Strategy includes five distinct language workstrands:

·        Irish Language

·        Ulster-Scot Language

·        Sign Languages

·        New Communities’ Languages

·        Languages and communications for disabled people

            It also includes a commitment to adopt the use of Irish and Ulster Scots in signs, and in particular where, 'it will be seen primarily by users of Irish / Ulster-Scots'.

            Key Issues

3.2       At a Special Council meeting on Friday 11 October 2019, Council agreed to engage in a citywide consultation in respect of bilingual and/or multilingual naming and the type of signage to be used in the centres designed to have a citywide catchment, together with local consultation.

3.3       It was agreed that Strategic Policy & Resources Committee would be given delegated authority to approve the consultation framework. This will enable the timeframe of the consultation to meet the deadline for ordering the signage for Andersonstown Leisure Centre, which is due to open to the public in April 2020.

3.4       A public consultation document has been prepared on the Council decision on 11 October 2019 on whether to erect bilingual / multilingual external naming and internal directional signage in the four citywide leisure centres which are being delivered as part of the first three phases of Council’s £105m Leisure Transformation Programme: Andersonstown, Lisnasharragh, Olympia and Templemore (see Appendix 1). Each of these centres has been designed to provide state-of-the-art, specialised facilities for the benefit of users across the city and beyond. Each centre will focus on a particular leisure / sport domain.

3.5       The consultation asks respondents to indicate their preference for the use of English, Irish and/or Ulster-Scots by considering each leisure centre in turn for external naming signage and also internal directional signage. Examples of internal directional signage are for changing rooms, toilets, reception. It is also proposed that internal directional signage should include pictorial signage to enhance accessibility, for example, to our new communities and disabled people.

                        Public Consultation Format

3.6       Consultation will include both staff and members of the public. A variety of quantitative and qualitative methods will be employed to ensure widespread and meaningful engagement, including the following:

·        Engagement events will be arranged in the local area of the four leisure centres: (Andersonstown, Lisnasharragh, Olympia and Templemore).

·        Belfast City Council staff and GLL staff will receive an online survey and have the opportunity for face-to-face engagement.

·        An online questionnaire survey will be made  ...  view the full minutes text for item 21.

            The Strategic Policy and Resources Committee approved and adopted the minutes and the recommendations from the Shared City Partnership Meeting held on 7th October, 2019, including:

·        To approve the Review Panel’s recommendations in respect of the Bonfire and Cultural Expression Programme 2019 and commend the progress that had been made by participating groups in meeting the aims of the programme and supporting positive cultural expression;

·        To note the reports in relation to the PEACE IV Secretariat, and updates in relation to the CYP, SSS and BPR themes;

·        To note the allocations to Tranche 2 of the Good Relations Small grants programme and Saint Patrick’s Day Celebration programmes:

·        £110,069 to support 26 organisations to deliver Good Relations projects from October 2019 – March 2020 through Good Relations small grants funding;

·        £30,805 to support 49 organisations to deliver Saint Patrick’s Day Celebration events;

·        To note the update provided on the Good Relations Outcome Monitoring Report 18/19; and

·        To approve that Belfast agrees, in principle, to participate in the Oxford University ‘Inclusive Cities’ programme subject to further Officer and Committee consideration of the requirements and resource implications.

            The Committee was reminded that, in accordance with Section 75 of the Northern Ireland Act 1998, the Council was required to report annually to the Equality Commission for Northern Ireland on the progress of the implementation of its Equality Scheme.  Accordingly, the City Solicitor submitted for the Committee’s consideration a report which outlined progress on actions identified to promote equality of opportunity and good relations for the period April 2018-March 2019.  In addition, various updates in relation to the progress achieved in respect of the Council’s Equality and Diversity Framework and Disability Action Plan would also accompany the Annual Report to the Equality Commission and these had to be circulated also.

            The Committee approved the Council’s Annual Report for submission to the Equality Commission of Northern Ireland for 2018-2019.

            The Committee was reminded that the Council had prepared a Disability Action Plan 2019-2022.  That draft document had been presented to the Committee for approval in March 2019 and then had been issued for a 12 week period of public consultation from 25th March-17 June 2019.  Accordingly, the final document was now being resubmitted to the Committee for approval, following which the three year Disability Action Plan would be submitted to the Equality Commission of Northern Ireland in due course.

            The Committee:

                         (i)          Approve the revised Disability Action Plan 2019-2022;

                        (ii)          Agreed the responses to consultation comments as outlined in the Consultation Report; and

                       (iii)          Approved the revised Equality Screening Report.

            The Committee was reminded that the Smart Belfast programme encouraged collaborative innovation between our universities, digital Small to Medium Enterprises and the public sector in order to tackle urban challenges described in the Belfast Agenda; to support service transformation; and to foster greater private sector innovation.  The programme was being led by the Council’s City Innovation team and delivery was driven by a “pipeline” of projects specifically chosen for their capacity to meet the aims as outlined.

            The success of Smart Belfast had attracted significant interest from other cities and from industry wishing to learn more about the Council’s approach.  Recently the Lord Mayor had received a VIP invitation to promote the work at the Smart Cities World Congress in Barcelona from 19th til 22nd November, 2019.  The city had also been invited to contribute to the event’s main programme to discuss the impact of AI on the future of the city and its economy.

            The Committee approved the following:

                         (i)          The Lord Mayor to accept the complimentary VIP invitation to participate in the Smart Cities World Congress 2019; and

                        (ii)          City Innovation officers to avail of complimentary passes (provided by the congress organisers) in order to travel with the Lord Mayor to manage and contribute to the itinerary (including presenting to the main programme).

            The Committee considered the undernoted report:

“1.0      Purpose of Report

1.1       This report seeks approval for the modification to the current criteria and function package provided to Visit Belfast and Tourism NI supported conferences.

2.0       Recommendations

2.1       The Committee is asked to:

·       approve the recommendation to continue to offer complimentary function rooms and waive correlating room charges relating to Visit Belfast and Tourism NI supported conferences

·        honour existing civic hospitality receptions approved by committee, however discontinue the offer of civic wine receptions going forward for future conference related functions. 

3.0       Main report

3.1       Background Information

            Members will be aware that the Committee, at its meeting of 6th January 2017, agreed to modify the criteria governing access to the City Hall function rooms for external organisations and the introduction of hire charges for some categories of function.

3.2       The Committee agreed to further modifications, at its meeting on 23rd June 2017, ‘where a large event with significant international attendees is booked (which may often involve a bid to bring a specific event or function to Belfast) and is supported by the Belfast Welcome Centre the Committee may at its discretion waive or reduce any room hire charges and/or agree the provision of a civic drinks reception up to a maximum value of £500’.

            Key Issues

3.3       The current offering is complimentary room hire, waiving of room charges and provision of a civic drinks reception to the value of £500. In one month alone this year 6 Visit Belfast supported conferences were approved. The loss of room hire revenue was £2850 and provision of wine supplied was £3000 plus the additional charges for staff resources and ancillary costs to host the functions.

3.4       In 2019 the cost for wine stock for Visit Belfast receptions to date is £11,500 plus staffing and ancillary costs.

3.5       The Council’s Economic Development Unit and Functions Management Unit have met with key representatives at Visit Belfast and Tourism NI Managers to discuss the Councils support for conference business into the City and the welcome packages and hospitality offered.

3.6       Both Visit Belfast and Tourism NI have confirmed that one of the key attractions for conferences to Belfast is the provision of complimentary use of Belfast City Hall prestigious functions rooms for welcome receptions and dinners. The provision, or otherwise, of a wine reception is unlikely to impact the appeal of using City Hall as a venue.

3.7       It is worth noting the majority of conferences have large guest numbers attending circa 450+ meaning the £500 civic wine reception provided needs to be supplemented by the client and their caterer.  The removal of the civic wine reception streamlines the catering provision and improves the operational management of the function for City Hall, Visit Belfast and the client by allowing a single provider to provide the service.

3.8       Financial & Resource Implications

            The implementation of removal of civic wine receptions at Visit Belfast/ Tourism NI supported conferences dinners/ receptions enables cost savings in terms of wine stock purchased and overtime  ...  view the full minutes text for item 26.

            The Committee approved the recommendations made in respect of applications received to 9th October, 2019, as set out in the undernoted appendix, subject to, in light of the previous decision, not approving the provision of hospitality to those events linked to Visit Belfast.:

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 17th October, 2019.

            The Committee was advised that the Northern Ireland Local Government Association (NILGA), of which the Council currently had 10 members, was a member of the National Association of Regional Employers (NARE).  It was reported that NARE would like to host its January meeting in Belfast and NILGA had approached the Council on behalf of the organisation seeking the use of a Committee Room for that purpose.

            The meeting was scheduled to be held on 14th January, 2020 and the room would be required from approximately 9.30 am to 5.00 pm.

The request could not be approved by officers under the protocol for the use of Committee Rooms as it did not meet the criteria and, therefore, needed the approval of the Committee.

            The Committee agreed to accede to the request.

            The Committee noted the minutes of the meeting of the Active Belfast Limited Board of 7th October, 2019.

            The Committee approved and adopted the minutes of the meeting of the Working Group on the Climate Crisis of 21st October.

            The Committee considered the following report:

“1.0      Purpose of Report

1.1       To consider a request for the installation of a permanent plaque in City Hall main marble or Rotunda area to commemorate the role of Nurses in WW1.

1.2       To consider the request to hold a temporary small scale exhibition in the main marble area to mark the 200th anniversary of Florence Nightingale’s birth and role in WW1.

2.0       Recommendations

2.1       The Committee is recommended to;

·        approve the application from The Royal College of Nursing History of Nursing Network to receive and install the plaque and host the temporary exhibition. 

3.0       Main report

            Background

3.1       The Royal College of Nursing History of Nursing Network (HON) is made up of retired nurses who enjoy discovering and documenting local history in relation to the nursing profession.

3.2       Current projects include gathering information on the Cardiac Ambulance that was pioneered in Northern Ireland and, with next year marking the 75th Anniversary of VE Day, HON are presently embarking on a project to identify local nurses who served at home and abroad during that period.  Their aim is to produce a small booklet to promote their findings.

3.3       In 2010 the Network embarked on a project to capture the narratives of nurses who had worked through civil unrest in the province, 'The Troubles'.  Nurses were able to tell their stories, many of which were harrowing accounts and these were published in 2013 in a book called 'Nurses Voices From The Northern Ireland Troubles'.  The book subsequently inspired an hour long BBC documentary 'Nurses On The Frontline'.

3.4       In 2016 all the nurses who had contributed to the book and along with other guests were invited to a celebratory evening in Belfast City Hall. This occasion also celebrated the Freedom of the City being awarded to the nurses of Belfast.

            Key Issues

3.5       Following on from this key project and events, and in conjunction with the WW1 centenary events, HON members gathered information on local nurses who had served in WW1.This project has produced a booklet 'Nurses Voices From WW1 - The Northern Ireland Connection' and exhibition material.   The HON, supported by fundraising and donations, raised funds to produce a replica WW1 Queen Alexandra Nurses uniform and a Voluntary Aid Detachment (VAD) uniform.

3.6       The HON have approached Council to seek permission to present Belfast City Hall with a commemorate plaque to remember the nurses of the Great War, thus provide a fitting closing event for their WWI project.  The HON have raised funds to purchase a small A3 sized plaque and seek permission for this plaque to be presented and displayed in City Hall reception area. Location for the plaque will be confirmed in consultation with officers from Function Management Unit and Democratic Services.

3.7       In addition the HON seek permission to showcase their small scale temporary exhibition in the main marble reception area of Belfast City Hall on International Nurses Day 2020, 12th May 2020. The exhibition would be in situ  ...  view the full minutes text for item 32.

            The Committee agreed to defer, until its meeting on January, 2020, consideration of this item.