Agenda and minutes

No apologies were reported.

The Minute of the meetings of 11th October were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st November.

            No declarations of interest were reported.

            The Chairperson advised the Committee that a request had been received from a representative to present to the Committee in relation to Agenda item 5 (a) Anti-Social behaviour (Citywide and the Holylands).  He reported that the representative was in attendance should the Members agree to hear his presentation.

            Following consideration, the Committee agreed to hear the presentation and Mr. J. Montgomery was invited to present to the Committee.

            Mr. Montgomery thanked the Members for the opportunity to present.  He advised that he was a resident of South Belfast for 46 years and he was also a landlord who

worked for an estate agent for three months of the year.

            Mr. Montgomery reported that the purpose of his presentation was to highlight that he did not feel that the behaviour of the students and standard of the accommodation within the Holyland/Queen’s University area was as bad or as isolated to this particular area as it was often portrayed and he outlined his views to the Committee. 

            The Chairman thanked the representative for his presentation.

            The Committee considered the undernoted report.

“1.0     Purpose of Report or Summary of Main Issues

1.1       Further to the Notice of Motion referred to Committee in October 2016 (as detailed below) and increasing Member concern around antisocial behaviour in a range of parks and open spaces across the city, the purpose of this report is to update Members on:

-       The anti-social behaviour context in the Holy Land and around parks and open spaces across the city;

-       The ongoing work in response to these issues;

-       The planned work to improve the response to these issues;

            Notice of Motion

            “This Council recognises the substantial social and economic contribution which students and universities make to our City.  We also condemn, without reservation, the disorder seen on the streets of Belfast and express our support for the affected residents.  The Council resolves to consider a report in the relevant Committee specifically addressing the return of wardens, the installation of CCTV, the impact of private landlords and options for more rigorously enforcing bye-laws.  The Council also agrees that Chief Officers will attend the Inter-Agency Group in recognition of the seriousness of the problem”.

2.0       Recommendations

2.1       The Committee is asked to;

·        Consider the contents of the report.

·        Note the progress to date and endorse the future work planned to address these issues more effectively.

3.0       Main report

            The Anti-Social Behaviour Context

            The Holyland

3.1       Members will be aware that for a number of years, the Holyland area of South Belfast has experienced significant issues with ongoing anti-social and nuisance behaviour, particularly at key dates e.g. St. Patrick’s Day, Halloween and the Fresher’s Period.  The main issues being on street drinking and noise.  There have also been occasions when street disorder has taken place due to the large numbers of people in the area and the influence of large quantities of alcohol.

3.2       Groups in the area representing the interests of long term residents and newly settled families continue to report that these behaviours have significant impacts on their quality of life, particularly as the issues have been ongoing for a number of years.

3.3       The issues are associated in the main (although not exclusively) with the large student population in the area.  There is also recognition that not all students are involved in the negative behaviours.

3.4       At a recent public meeting of the Wider University Area PACT (Partners and Communities Together) to review the Fresher’s period 2016, significant concern was articulated from long term residents and newly settled families that agencies and the Higher Education Institutions (HEI’s) were not effective in their efforts to minimise the impact of these issues on the community in the area. 

3.5       She advised that a summary of the resources provided and actions taken by Council, PSNI and the HEI’s during Fresher’s 2016 were available.

            Parks and Open Spaces

3.6       For several years there has also been an Elected Member and public concern regarding anti-social behaviour in local neighbourhoods. In recent months, Elected Member concern and  ...  view the full minutes text for item 5.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1      At the People and Communities Committee meeting on 11th October 2016 the following notice of motion was presented:

            In accordance with notice on the agenda, Councillor Collins proposed:

            “This Council notes the concerns raised by local football teams over the cost of pitches, including grass, 3G and 4G pitches.  Some of our most long-standing service users have indicated that they have had to face a price increase of up to 20-25% over the recent period, with some teams reporting that the price of grass pitches has risen from £30 to £55 over a two year period and 3G pitches from £90 to £120 over a one year period.

            The Council agrees that this is simply unattainable for many local teams and it is serving to negatively impact upon grassroots football.  The Council views it as important that we ensure that these facilities are within the reach of our local teams and, accordingly, agrees that these price increases should be reversed and a re-examination undertaken of pitch pricing policy to ensure that these facilities are accessible to all.”

1.2       Committee agreed that a report be brought back to November’s People and Communities Committee in response to this.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the 2016/17 scale of charges for the use of pitches in our parks

·        Note that there will be no price increase in 2017/2018 in line with the estimates process underway

3.0       Main report

            Key Issues

3.1       Fees and Charges for the use of facilities within the department are reviewed annually, in line with the estimates process and revised rates implemented with effect from 1st April each year. In the last number of years there have been minor inflationary increases.

3.2       Belfast pitch charges did not increase in 2016/2017 except for the following circumstances:

1.     A proposal was agreed at Transition Committee on 10th February 2015 to retain the Lisburn City Council rate of £60 for the hire of 3G pitches at the Brooke Activity Centre for a period of 12 months, that is, from 1st April 2015 until 31st March 2016.  Therefore the rate at this facility reverted back to the Belfast rate as of 1st April 2016.

2.     The Leisure Services contract with GLL came into effect on 1st January 2015 and included the operation of 3G pitches at Leisure Centres.  Within the terms of the contract the cost of pitch hire was frozen for the first 9 months retaining the 2015/16 hourly rate of £80.  The GLL 3G charges reverted to the Council rate of £82 in September 2016 having operated at the reduced rate for an additional 11 months.

3.3       A benchmarking exercise is undertaken each year in relation to the cost of grass and 3G pitches within the greater Belfast area. The hourly hire charge for grass pitches ranges from £19 to £34 while our current price is £25.75 per hour. 

            The charge for a  ...  view the full minutes text for item 6.

            The Committee considered a report which had been presented by the Community Development Manager in relation to the findings of the evaluation of the Belfast Citywide Tribunal Service and the impending end of the Council funding contract.

            With the permission of the Chairperson, Councillor Attwood addressed the Committee and outlined his concerns regarding the fact that the funding was due to cease in December 2016.

            Several other Members also voiced their concern and requested that the matter be deferred to enable Party Group Briefings to be held to consider the matter in greater detail.  The Members stressed the urgency of these briefings taking place immediately given that the contract end date was imminent.           

            The Committee agreed:

·        that the matter be deferred to enable Party Group Briefings to be held;

·        to write to the Department for Communities requesting an urgent meeting with the Minister to discuss the concerns of the Committee in relation to the cessation of the Belfast Tribunal Service.

            The Assistant Director reminded the Committee that, as a result of a successful bid for Big Lottery funding which had been led by the Eastside Partnership in 2007, the Council now had a legal agreement with the East Belfast Partnership Board (now known as the Eastside Partnership) that included a 40 year commitment to maintain and manage the Greenway. 

            She reported that the Council, Big Lottery, Rivers Agency and the Connswater Community Trust (CCGT) were the key partners on the strategic oversight group and operational project delivery board during and post construction of the Greenway. 

            The Assistant Director advised that the project was approximately a year from completion and the delivery board, which was chaired by the Council, felt that it would be timely to review the progress made and also the ongoing requirements post-construction.

            The officer reported that as part of the development process, an animation plan for 2017, would be brought to a future meeting of the Committee for its consideration. 

            The Committee granted authority for officers to develop proposals to review the existing joint partnership arrangement and to collaboratively develop with CCGT the ongoing management and animation arrangements for the Greenway, post-construction.

            The Assistant Director advised that, at the meeting of the Strategic Cemetery and Crematorium Development Working Group held on 2nd November, the following key issues had been considered:

·        the terms of reference for the Strategic Cemetery and Crematorium Development Working Group;

·        the City Cemetery Heritage Project; and

·        the Memorial Safety Inspection Programme.

            Following a query from a Member, the Director of City and Neighbourhood Services confirmed that he was now in receipt of the economic appraisal on the proposals regarding the future crematorium options and this would be included on the agenda for the December meeting of the Strategic Cemeteries and Crematorium Working Group.  

            The Committee approved and adopted the minutes of the meeting of the Strategic Cemeteries and Crematorium Working Group. 

            (Mr. I. Harper, Building Control Manager, attended in connection with this item.)

            The Committee considered the undernoted report:

“1.0     Purpose of report or summary of main Issues

1.1       Members will recall that reports on the Affordable Warmth Scheme were considered at both the June and August Committees.

1.2       At its September meeting, Council agreed that a report be submitted to a future meeting of the People and Communities Committee on the feasibility of amending the terms of reference for the Reference Group on Older People to allow for it to address the issue of fuel poverty or of introducing some other mechanism, given that fuel poverty was not restricted solely to older people.  

1.3       This report provides an update to Members on the work the Council currently undertakes to support households suffering from fuel poverty and the steps it is taking through the winter planning group to improve and better co-ordinate this. The report also provides Members with an update on correspondence received from the Department for Communities and recent meetings between the Department and officers delivering the Affordable Warmth Scheme.

1.4       The report also provides an update to Members on the work the Council and other partners are proposing in relation to the provision of winter warmth packs for vulnerable households in the city.

2.0      Recommendations

2.1       The Committee is asked to

·        Note the contents of this report.

3.0       Main Issues

            All Party reference Group on Older People

3.1       The Reference Group met on 21st September to consider the motion referred to in paragraph 1.2 and were updated on the Council discussion on the issue of fuel poverty.  Members agreed this is a priority for the Council and is an important issue when considering older people’s needs.   It was agreed that it continued to be raised at this Committee when considering affordable warmth and fuel poverty issues.

            Winter Planning Group For Older People

3.2       The need for a joined up approach to winter planning with older people was raised through priority actions identified by the Greater Belfast Seniors Forum, discussions in Belfast Healthy Ageing Strategic Partnership (HASP) steering group and links with the Public Health Agency (PHA) about the distribution of winter warmth packages.  The Winter Planning Group was established:

·        To co-ordinate information to older people before or just as cold period starts-key contacts, keeping warm, avoiding or acting on burst pipes-also making sure key contacts are reachable, explore the expert patient/self-management approach

·        To ensure a joined up approach to fuel poverty and coordinate benefit uptake,  encourage a warm zones approach

·        To keep up to date with Emergency planning and build on work from previous years, review any lessons learned and changes needed with older people and a range of contacts.

3.3       At the last meeting it was agreed that there is potential for additional cross referral between the affordable warmth scheme, home safety check scheme, the chronic disease hub, AGE NI First Connect service and National Energy Action.  The agencies are working together to consider how this  ...  view the full minutes text for item 11.

            The Assistant Director submitted a report which detailed the historical significance of the white stone on Cave Hill.

            She reported that the Cave Hill Conservation Campaign had put forward a formal request for official recognition of the historic landmark to the Northern Ireland Environment Agency (NIEA).  The NIEA had confirmed that the stone was a historic landmark and that its location would be added to the new historic environment map viewer.

            The officer outlined that the Cave Hill Conservation Campaign Group wished to mark the stone with a granite plaque detailing the role that it played during World War II.  It was estimated that the cost would be approximately £200, which would be met by the Campaign Group.

            The Committee noted the recent acknowledgement by NIEA of the white stone on Cave Hill as a historic landmark and approved the installation of a granite plaque which would detail its importance and historical facts.

            The Committee was reminded that the former Department for Social Development (DSD) had owned a piece of land which was located between Springfield Avenue and Forfar Way that had been adjacent to an existing Civic Amenity Site.  The DSD had initially proposed that it would provide a playground and MUGA on the site, however, during the design phase of the project it had been established that the designated area had been contaminated.  The Department had undertaken to remediate the land but as a result the budget for the project had been expended and it had been unable to construct the MUGA. 

            The Assistant Director advised that the playground and additional land had transferred to the Council.  The Council had subsequently agreed to provide the facility as originally intended and she confirmed that the work on this was nearing completion. 

            The officer reported that the site had a history of anti-social behaviour and she highlighted that during the construction of the MUGA representations had been made by residents regarding young people accessing the construction site and generally causing a nuisance.  The Committee noted that the Planning Service had placed a restriction on the site and as a result the floodlighting could only be used up to 7.00 p.m.

            The Assistant Director detailed that the facility would continue to be opened and closed by Council officers, however, discussion had taken place with the Clonard Residents’ Association which had premises close to the site.  She reported that the Association had been involved in the project from its inception and it was fully aware of the issues in the area.  The Association had agreed to take on a key holding role to demonstrate local commitment and ownership of the site and to help try and address issues of anti-social behaviour.

            The Committee agreed to enter into a key holding agreement with Clonard Residents’ Association in relation to the playground and multi user games area at Springfield Avenue / Forfar way.

            The Committee was reminded that the Council had previously agreed to permit Grow to use land at the Waterworks Park to provide a community garden.  This arrangement had been in place since 2010 and was due to terminate on 31st December, 2016.

            The officer explained that the existing Licence of Use had been based on the organisation’s current funding from the Big Lottery.  She reminded the Members that when entering into agreements it was necessary for the Council to satisfy itself that the terms and conditions of funding would not place an undue burden on the Council or its assets. 

            The Assistant Director advised that Grow had secured new funding from the Rank Foundation, this funding would be in place from January 2016 and would continue for a further two years until December 2018.  She explained that Grow had now sought additional security of tenure over and above the terms of the funding and had also highlighted that as an organisation it wanted to seek and secure additional funding from other organisations, and on this basis, Grow had sought additional ‘comfort’ in relation to the security of tenure.  

            The Assistant Director reported that officers had reviewed the request and were content to recommend to Committee that, given the current funding agreement with the Rank Foundation, the Council agree to enter into a further two year agreement with Grow.  It was also recommended that the Council agree up to a further three years, subject to review and the project remaining sustainable.  

            The officer advised that Grow might also be interested in an additional piece of land adjacent to the Community Garden, she clarified that this section of land was not included within this agreement and that Grow would make a further representation to the Council should the organisation wish to pursue it further. 

            The Committee:

• agreed to renew the Licence to Use agreement with Grow in relation to the provision of a community garden within the Waterworks Park for a period of two years; and
• agreed to delegate authority to the Director of City and Neighbourhood Services to extend the agreement for up to a further three years, subject to review and the Director’s approval that the project remained sustainable.

            The Assistant Director advised that a request had been received from the Belfast City BMX Club seeking the Council’s support to locate, develop and operate a national standard competition and BMX training track in Belfast.  She advised that the club had also sought written confirmation of the Council’s support in proceeding to seek third party funding applications. 

            The officer outlined that BMX was recognised as the best development activity in grassroots cycling, offering cyclists the opportunity to develop skills, fitness and friendships in a controlled off-road environment.  Active BMX clubs offered lessons for beginners, skills sessions for more advanced riders and race meetings for the most experienced.  However, it was highlighted that there was no competition standard BMX tracks in Belfast.

            The Committee noted that the proposal was only commencing and that an update report would be submitted to a future meeting of the Committee.  A Member requested that when considering options for the potential location of the track that the Andersonstown Leisure Centre would be considered.  A further Member requested that the Alderman Tommy Patton Memorial Park would also be considered as a potential venue.   

            The Committee agreed:

• to support the Belfast City BMX Club in its application for third party funding for the development of a national standard competition and training BMX track in Belfast; 
• that officers would be permitted to assist the Belfast City BMX Club in identifying an appropriate location; the production of a development proposal; developing the track; and producing a sustainable operational and management plan; and
• that, when considering the potential location, the Andersonstown Leisure Centre and the Alderman Tommy Patton Memorial Park would be considered along with other suitable locations. 

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1      The Council-owned Shaftesbury Sports and Recreation Centre was leased to the Lower Ormeau Residents Action Group (LORAG) in the year 2000. In 2009, this arrangement was renewed and extended to a 25 year lease. Under LORAG’s management, significant investments and improvements have been made to the centre.

1.2       LORAG has secured external funding to establish an energy project at the centre. This involves placing a number of solar panels on the roof of the centre so that up to 33 kWp of electricity is produced for use within the centre.

1.3       LORAG has successfully applied for and have been awarded £75,652 funding for the project through the Northern Ireland Executive’s Social Investment Fund (SIF) and from Pure Leapfrog Community Energy Fund.  This covers the total estimated cost of the project.

1.4       In order to progress the project, LORAG has requested formal permission from the Council to install the solar panels.  They have also requested technical assistance from the Council in order to assess the viability of the project and to help appoint suitable contractor(s) to carry out the works in accordance with the funding rules.

2.0       Recommendations

2.1       The Committee is asked to:

·        approve LORAG’s request to install the solar panels on the Shaftsbury Sports and Recreation Centre;

·        agree Council technical assistance support for LORAG to appoint and manage suitable contractors to carry out the works in accordance with the funding rules; and

·        agree to recommend the project to the Strategic Policy and Resources Committee,  subject to detailed terms being agreed by the Estates Manager and Legal Services.

3.0       Main Report

3.1       Shaftsbury Sports and Recreation Centre, which was originally run by the Council, was leased to the Lower Ormeau Residents Action Group (LORAG) in 2000. In 2009, this lease arrangement was renewed and extended for a further 25 years. Under LORAG’s management, significant investments and improvements have been made to the centre.

3.2       The latest proposal involves establishing an energy project at the centre. This involves placing a number of solar panels on the roof of the centre so that up to 33 kWp of electricity is produced for use within the centre.

3.3       LORAG has successfully applied for and have been awarded 100% funding for the project through the Northern Ireland Executives Social Investment Fund (SIF) and from Pure Leapfrog Community Energy Fund, a UK based charity which supports high quality carbon reduction projects.  The funding is provided using donations to Pure Leapfrog from British Airways passengers via the Carbon Fund.

3.4       In order to progress the project, LORAG has requested formal permission from the Council to install the solar panels.  They have also requested technical assistance from the Council in order to assess the viability of the project and to help appoint suitable contractor(s) to carry out the works in accordance with the funding rules.

3.5       There are a number of issues identified with this project;

·        Structural. A structural  ...  view the full minutes text for item 16.

            The Committee was informed that a total of 16 applications had been received for the Parks Events Small Grants Scheme.

            The Director of City and Neighbourhood Services advised that an Independent Assessment Panel had reviewed a sample (20%) of the applications and it had been satisfied with the scoring and application of the criteria for the grants and approved the recommendations for the awards. 

            The Committee noted that the Central Grants Unit (CGU) would continue the administration of the grant and noted the decisions taken by the Director of Development, under delegated authority, regarding the applications received in Tranche 2 for events taking place in parks between 1 October 2016 and 31 March 2017.

            The Committee was reminded that, at its meeting on 12th April, it had agreed to host the Pride of Place Gala event which was being held in the Waterfront Hall on Saturday 26th November. 

            The Community Development Manager reported that the organisation of this event had been taken forward by an internal working group led by Community Services and the Chief Executive’s office, supported by Co-operation Ireland.  She advised that the group had succeeded in attracting sponsorship from the Department for Communities, the Public Health Agency and the Harbour Commission.

            The Committee noted that ticket sales had exceeded the original target of 350 with 462 having been sold to date. Officers were anticipating an audience of 1,000 which would make this year’s event one of the largest ever.

Noted.

            The Committee considered the following report:

“1.0     Purpose of report or summary of main Issues

1.1       Members will be aware that the Council receives environmental inquiries and complaints regarding the presence of Japanese knotweed on residential and commercial sites and regarding the spread of Japanese knotweed onto properties from vacant lands. Inquiries can also arise as part of the Planning process whenever sites are being redeveloped or when construction is occurring.

1.2       Concerns regarding the spread of Japanese knotweed across the UK have been recently highlighted by the national media, both on television and in print. At a local level, the issue of Japanese knotweed has been considered by the Northern Ireland Assembly and its Environment Committee. A few prominent cases involving residential properties have been identified within the Council area.  

1.3       In order to identify opportunities for the more effective control of Japanese knotweed, council officers from the City and Neighbourhood Services Department and Legal Services have held a preliminary meeting with representatives of the Northern Ireland Environment Agency (NIEA). This report serves to update Members on the outcome of that meeting and regarding the actions that are proposed to be taken jointly by the Council and NIEA to heighten awareness of Japanese knotweed within Belfast, thereby leading to the timely and more effective control of this non-native invasive species.

1.4       Members will be aware that an Assembly Motion has recently been tabled calling on the Minister of Agriculture, Environment and Rural Affairs to bring forward proposals for a regional programme to eradicate Japanese knotweed.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the contents of this report and to agree that Council officers continue to engage with the NIEA regarding the development of a Japanese knotweed publicity article for inclusion in City Matters, to be augmented by supporting information on the Council’s website.

3.0       Main issues

            Context.

3.1       Japanese knotweed (Fallopia japonica) is a highly invasive non-native species that was introduced into the UK in the mid-nineteenth century but has since spread to virtually all parts of the UK. It is spread solely via the movement of soil material infected with fragments of the rhizome (root) or plant material and although Japanese knotweed does flower, only the female plants are known to occur in Northern Ireland. Hybrids of the plant do occasionally occur but these generally do not survive.

3.2       Japanese knotweed is prescribed within the Wildlife (Northern Ireland) Order 1985 as a non-native invasive plant species. As such, it is an offence to plant or otherwise cause Japanese knotweed to grow in the wild. The enforcing authority is the Department of Agriculture, Environment and Rural Affairs (DAERA) Northern Ireland Environment Agency (NIEA). Although Japanese knotweed can cause structural damage to property, thereby potentially leading to reductions in land values and difficulties in obtaining mortgages, it is not injurious to human health.

3.3       Invasive species are considered to be a threat to our native biodiversity as they crowd out native species and as such, they can  ...  view the full minutes text for item 20.

            The Committee considered the undernoted applications to erect additional street nameplates in a language other than English:

            It was reported that, in accordance with Council policy, a survey of residents had been conducted for both applications which had determined that at least two-thirds of the total numbers of residents surveyed had been in favour of the proposal.

            Accordingly, the Committee approved the erection of the additional street nameplates.

            The Assistant Director advised that a request had been received from Cancer Research UK seeking permission to hold a Race for Life ‘Pretty Muddy’ event in the Ormeau Park on Saturday, 2nd September from 10.00 a.m.   She explained that set up for the event would take place the day previous and it would not be removed until 10.00 p.m. on the day of the event.  This would require the closure of all or a substantial proportion of the facility.   

            The Committee agreed to grant permission to Cancer Research UK to hold an event at the Ormeau Park on Saturday, 2nd September 2017, subject to the completion of the appropriate Event Management Plans and satisfactory terms being agreed by the Director of City and Neighbourhood Services and on the condition that:

• the Event Organisers resolve all operational issues to the Council’s satisfaction;
• an appropriate legal agreement is prepared by the Town Solicitor;
• the Event Organisers meet all statutory requirements, including Public Liability Insurance cover, Health and Safety, and licensing responsibilities;
• the Event Organisers make the timely payment of the agreed charges and bonds as required in the legal agreements; and
• the Event Organisers consult with adjoining public bodies and local communities as necessary.

            The Assistant Director advised that a request had been received from a Local Organising Committee seeking permission to use some areas of Victoria Park to host the World 24 hour Running Championships 2017.  She pointed out that the World Championship Event attracted over 500 participants from over 25 countries.  

            She explained that, after organising a 24 hour race at the Mary Peters Track for a number of years, the organisers had made a hugely popular shift to Victoria Park for the 2016 event.  She advised that this had demonstrated that Belfast had the ability to host a successful World Championship with high levels of participants, spectators, logistical support and media coverage.  The local organisers had attended the European Championships in October and received the baton for hosting the World Championship in 2017. 

            The Committee was advised that, the City Growth and Regeneration Committee, at its meeting on 18th December 2015, had agreed to underwrite the event to a maximum of £10,000.  The Assistant Director reported that the Local Organising Committee were now meeting regularly with officers from Parks and City Events.  She reported that an event management plan had been developed and the Parks Event 24 Point Plan had been submitted. 

            The Committee was advised further that, due to the scale of the event, there would be some minor disruption to some of the existing activities within the park which she reported as follows:

·        the car park would be required to close for the setup of the race headquarters, marquees etc. in advance of and during the event (Topaz had offered use of their site for car parking on Airport Road West);

·        bowlers would be requested to arrange no home matches that weekend;

·        the tunnel would need to close to prevent access of vehicles, bicycles and pedestrians onto the race circuit;

·        alternative through access would be provided across the park to the Sam Thompson Bridge;

·        the organisers of the Park Run had already agreed to re-locate that weekend; and

·        no other park bookings would be taken.

            The Committee agreed to grant limited access to some areas of Victoria Park for the safe and successful management of the International event.