Agenda and minutes

An apology was reported on behalf on Councillor McCusker.

            The minutes of the special meeting of of 6th March were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 9th April.

            The Chairperson (Alderman Sandford), the Deputy Lord Mayor (Councillor Copeland), Alderman Rodgers, Councillors Newton and Pankhurst declared an interest in respect of agenda item 6 (g), Request for use of Barnett’s Demesne, in that they were Members of the Orange Order. 

            Councillor Armitage declared an interest in respect of agenda item 5(e), Belfast Flare Pavilion Manderson Street, in that he was on the Board of the Eastside Partnership.

            The Committee noted that the above items had been withdrawn from the agenda.

It was agreed that the aforementioned report would be deferred until the May meeting to enable Councillor Dorrian, the proposer of the motion, to be in attendance. 

The information contained in the following report 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 this item as, due to the nature of the item, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (Northern Ireland) 2014.

The Committee considered a report, which had been prepared by the Assistant Director, from an events Company seeking permission to use the lower field in Botanic Gardens to hold a Country Musical Event.           

            The Committee granted permission for the use of the lower field in Botanic Gardens to hold a three-day Country Musical event in September 2019, 2020, 2021 and 2022, subject to the organisers meeting all legal and statutory requirements and the production of an appropriate event plan and legal agreement.

            The Committee approved the draft People and Communities Committee ‘Plan on a Page’ for 2018-19 and noted that a detailed Committee Plan for 2018-19 would be submitted for consideration at the May meeting.  

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to update Members on the following Notice of Motion:

            ‘This Council notes that, with the Belfast Agenda and the Local Development Plan coming into reality, there will be a need for 66,000 new housing units by 2035. This will need an imaginative response by all, including the Council.

            The Council calls upon all statutory bodies to review their land ownership and to determine if any such land is surplus and suitable for housing.  Subject to legal requirements, the Council asks that consideration be given to making that land available to meet any identified housing needs and projected needs in terms of growth.

            The Council is committed to a shared future and, therefore, is committed to shared housing. This shared housing should consist of community background, private and social housing.’

1.2       Proposed by Councillor Armitage and seconded by Councillor Nicholl, at Council on 3rd January, and was referred to the People & Communities Committee for consideration.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the update provided.

3.0       Main report

3.1       Key Issues

            Members are reminded that the Notice of Motion that was brought to the January Council meeting around housing provision was discussed by this Committee at its meeting on 6th January.  It was agreed at that meeting that the Director of City and Neighbourhood Services would liaise with officers from other services within the Council to ensure that there is no duplication of work. A summary of the work ongoing is outlined below.  Members should note that one of the ambitions in the Belfast Agenda is that our city is home to an additional 66,000 people by 2035, which will require approximately 32,860 housing units.

3.2       The Council is currently undertaking an Urban Capacity Study (UCS), which is an assessment of the potential for land across the city to accommodate housing and employment uses (or both in some cases).  It will form a key part of the evidence base for the Local Development Plan and will be published as a technical supplement to the LDP when it goes out for consultation in the coming months.  It is key to note that at this stage the UCS only considers land that is obviously surplus to requirements.   

3.3       One of the key actions in the Department for Communities’ (DfC) delivery plan for the draft Programme for Government is the creation of a central register of surplus public sector land that may be suitable for housing.  Officers have met with DfC and they have advised that this work is ongoing and that they are currently identifying surplus land within the estates of 4 departments. They did not provide the detail of which departments they are working with.

3.4       The Council’s Planning Service also complete an annual monitoring report which is a high level report of the land zoned for housing and land that has planning approvals for housing.  This  ...  view the full minutes text for item 5b

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1  Ulster Branch Gaelic Athletic Association (GAA) and County Antrim Board have developed a strategy for Belfast following extensive consultation across their members and other stakeholders. A five-year action plan for development of the sport in Belfast has been developed and costed at approximately £319,000 per annum, this model is based on funding from four key stakeholders and GAA have asked Belfast City Council to be a supporting partner in delivery of the action plan.

2.0       Recommendations

2.1       That Committee is asked to give approval in principle to;

1.     permit officers to work with GAA to deliver and fund the Belfast Action Plan through the Belfast Community Benefits Initiative partnership agreement

2.     develop appropriate arrangements for management of GAA bookings to streamline processes and improve sporting outcomes

3.0       Main report

            Key Issues

3.1       GAA has a good record of working in partnership with Council, having invested significantly in development of a range of sites with the installation of 3G pitches to improve accessibility to training and competition opportunities within the City.

3.2       County Antrim GAA worked with their governing body at Ulster Council and National  level to develop a comprehensive action plan based on five hubs which will focus development in partnership with identified clubs, schools and community organisations. The hubs identified are at Beechmount, Cliftonville, Cherryvale, Woodlands and Sally Gardens.

3.3       Existing structures cannot support delivery of the strategy, accordingly revised structures will be put in place within GAA in Belfast and the action plan will see the employment of up to 12 additional staff at a range of designations including managerial, administrative, development and promotional levels.  A pilot programme at Woodlands in summer 2017 engaged 169 coaches, 1,377 players and 20 new volunteers and was used to test the model in advance of governing body investment being confirmed.

3.4       To maximise the impact of the action plan in each area of the city will require careful manipulation of the programming mix across the wide range of target groups and users. Co. Antrim has proven its ability to do this successfully under the existing Partnership Agreement at Woodlands. Under this Agreement Co. Antrim is required to confirm six months’ of bookings to Council’s booking service in advance. This method also works well with Association Football leagues which are required to confirm their series of bookings in advance of the season to Council. The detail of the fixtures are not advised at that time, but developed by the booker according to their needs as the season progresses.

3.5       The Belfast Action Plan has been costed at £319,000 per annum to include £240,000 for staffing and £79,000 for facility hire, equipment and programme costs and will enhance the community and sporting benefit alongside the future development of Casement Park.

3.6       Council has an existing partnership arrangement with the Department of Communities and the Irish Football Association (IFA) titled Belfast Community Benefits Initiative for the delivery of  ...  view the full minutes text for item 5c

            The Assistant Director advised that, at the meeting of the Strategic Cemetery and Crematorium Working Group held on 14th March, the following key items had been considered:

·        update in respect of the provision of water bowsers at Roselawn Cemetery;

·        snow clearance for funerals and cremations; and

·        consideration of a request to film a mock-up cremation for a BBC documentary, which the Working Group had recommended be refused.

            Following a query in respect of the request to film, the Assistant Director advised that a request had been received from a local production company, Doubleband Films, seeking permission to film in the non-public areas of the City of Belfast Crematorium for a BBC documentary.  The officer reported that the Members of the Strategic Cemeteries and Crematorium Development Working Group had considered this request and had recommended that it be refused. 

            Whilst the Members accepted the Working Group’s recommendation not to permit filming on this occasion, discussion ensued regarding the need to educate people on the use of cremation and also to highlight the huge expense of funeral costs on families and to investigate cost effective funeral options. 

            The Committee:

·        approved and adopted the minutes of the meeting of the Strategic Cemeteries and Crematorium Working Group held on 14th March;

·        ratified the Working Group’s recommendation to refuse permission to film a mock cremation at the Crematorium; and

·        agreed that a report would be brought back to a future meeting of the People and Communities Committee which would consider cost effective funeral options and educating the general public regarding the use of cremation.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to update Members on the successful 2017/18 Playground Improvement Programme and outline plans for playground refurbishments in 2018/19. Members are asked to note that the refurbishments are funded under the Capital Programme and that an allocation of £580,000 has been agreed to for this work, in this financial year.

2.0       Recommendations

2.1       The Committee is asked to;

·        note the refurbishment of playground sites below under the Playground Improvement Programme which has an allocated budget of £580,000 under the Capital Programme for financial year 2018/19

            Table 1

3.0       Main report

            Playground Refurbishment Programme

3.1       Since its inception in 2012, the Playground Refurbishment Programme has made a significant impact on overall quality and play value to the city’s playgrounds; this has greatly improved accessibility and play value, providing new inclusive equipment, safety surfacing, boundary fencing, site furniture and landscaping works.

3.2       With continued investment over the last six years, the Council has achieved desired improvements at each of the sites refurbished under the programme. Play facilities are now more inviting, inclusive and exciting places for children and parents to visit. The 2017/18 Improvement Programme, which consisted of three major refurbishments (Hanwood, Botanic Gardens and Blythefield) and six very minor/partial refurbishments are nearing completion, moving their quality scores to the desired higher standard.

3.3       Members should note that Play Services Ireland Ltd. has undertaken this year’s cycle of independent inspections once again. The ‘quality’ score allocated for each playground is based on compliance with European safety standards BS EN 1176 & 1177.

3.4       The independent playground inspection reports also identify and prioritise much-needed repairs to existing playground equipment. Facilities Management and our own Playground Inspectors continue to undertake these repairs. A sample copy of the Independent Playground Inspection report 2018, which categorises playgrounds, giving each one a ‘quality score’ is available on mod.gov:

            Score 9 – 10   Excellent

            Score 8 – 9     Very Good

            Score 7 – 8     Good

            Score 6 – 7     Fairly Good

            Score 5 – 6     Sufficient

            Score 4 – 5     Fair

            Score 3 – 4     Insufficient

            Score 2 – 3     Poor

            Score 1 – 2     Very Poor

            Score 0 – 1     Extremely Poor

3.5       Following the independent inspection assessments of all 99 playgrounds across the city, it is proposed the sites listed in Table 1 above are refurbished under this year’s Playground Improvement Programme, which has an allocated budget of £580,000 under the Capital Programme.

3.6       The playgrounds recommended for refurbishment are the ones with the lowest overall quality scores.  Because of the proposed refurbishment works, these playgrounds will move from ‘Fairly good’ to the higher classifications of ‘Excellent’ (quality score 9.0 – 10.0) when reinspected.

3.7       Members are asked to note that Twinbrook/Brook Activity playground will be rebuilt and moved to a new location close to the existing site as part of the Leisure Transformation programme. The old playground situated at  ...  view the full minutes text for item 6a

            The Assistant Director reminded the Committee that the Council had previously agreed to enter into Partner Agreements at seven sites and she then provided an update on the progress in relation to the Agreements for October – December 2017.

            She explained that, in line with the Council’s objectives, regular checks on the necessary Insurance, Health and Safety and Governance had been completed monthly at six of the seven sites. 

            In addition, following the recent audit review, the reporting documents had been amended in accordance with the requirements and these had been sent to the Partners one month in advance of the reporting deadlines.  She reported that, at the time of writing the report, only two of the seven Partners had been compliant with the Partner Agreement, however, in the last week all but Sirocco Works Football Club were now compliant.

            Following a query, the Assistant Director confirmed that officers from the Council were scheduled to meet with representatives from Sirocco Works Football Club to ascertain why it was not compliant and she undertook to update the Committee at its next meeting.

            The officer advised that, in addition to the Partner Agreements, the Council also operated Facility Management Agreements with a range of sporting and community organisations to undertake management task and delivery of programmes at other Council sites.  A number of these Agreements were supported by a financial payment related to these tasks. 

            The Committee noted that, as part of the review process, officers had consulted with Agreement holders to identify ways to streamline payments and simplify administration.  The officer explained that currently Facility Management Arrangements were paid monthly, subject to officer approval of documentation and Partner Agreements were paid quarterly with 80% in advance and 20% in arrears, subject to officer approval of documentation.

            The Committee were asked to note that a full review of facility arrangements was currently being undertaken. However, it was suggested that, in the interim, payment arrangements should be standardised across all agreements, with payments to be made quarterly in advance, subject to the receipt of all required documentation and approval of satisfactory reports for the previous quarter.

            The Committee noted the quarterly progress to date in relation to Partner Agreements and agreed to support a change in the payments process to facilitate efficiencies and enhance the partners’ ability to deliver quality programming on designated sites.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       Members will be aware that Council made £700,000 available from the Capital Programme to install alleygates across the city (Phase 4 Alleygates).

1.2       Phase 4 has been divided into 3 sub-phases to accommodate the different stages of Elected Member decision making across the city as well as a range of technical and legal issues, primarily associated with the replacement of community gates. Phase 4(a) was completed in March 2008 and the Road Traffic Order for Phase 4(b) is included in this report for Members consideration.

1.3       Members will be aware that the legislative authority for introducing gating Orders transferred to local Councils through the commencement of the Clean Neighbourhoods and Environment Act (Northern Ireland) 2011 on 4th May 2011.

1.4       The 2011 Act inserts new Part 6A (Articles 69A to 69E) into the 1993 Order. These new provisions allow action to be taken quickly, easily and with a degree of flexibility not previously available. District councils are now able to make, vary or revoke gating orders in respect of relevant roads (as defined in Article 69A(5) of the 1993 Order) affected by crime or ASB within their area, permitting a gate to be installed at each end of the road.

1.5       The orders are an effective way of enabling councils to restrict public access to any relevant road by gating it (at certain times of the day if applicable), without removing its underlying road status.

            Councils however still require the approval of the Transport NI (‘DRD’) to:

a)     make a gating order; or

b)     vary a gating order so as to further restrict any public right of way over the road to which the order relates.

1.6       The required statutory and community consultation has been undertaken and the purpose of this report is to seek formal approval from Committee to make the Traffic Regulation Orders enabling these gates to be installed.

2.0       Recommendations

2.1       The Committee is asked to recommend to Council that a resolution is passed to make the Belfast City Council Traffic Regulation Orders 2018 for Phase 4(b) for the locations as set out in Schedule 1.

3.0       Main report

3.1       The pre-consultation exercise with affected residents and Statutory bodies / service suppliers has been completed and the Notice of Intention (formal consultation stage) was advertised on Friday 2nd March.

3.2       No formal objections to the Traffic Regulation Orders were received.

3.3       Legal Services have recommended that alleygating can proceed at all locations, as Council can be satisfied the requirements of the Clean Neighbourhoods and Environments Act (2011) have been met in establishing that this area is affected by crime and anti-social behaviour.

3.4       Manufacture of the gates included in this Traffic Regulation Order will take place in May / June 2018 with installation commencing in summer 2018.

3.5       Ongoing work is taking place to commence the consultation for the remaining and final proposed gate locations approved by Council in 2018  ...  view the full minutes text for item 6c

            The Committee agreed to defer the report to await an update from the Education Authority to establish its position in respect of the Moyard Playground being relocated to the Vere Foster Primary School site and also to enable the Council to undertake a scoping exercise in respect of land at the foot of the Belfast Hills to establish if it could be incorporated into the Upper Springfield Master Plan.

(Councillor Armitage, who had declared an interest in this agenda item, withdrew from the table whilst it was under discussion and took no part in the debate or decision-making process.)

            The Assistant Director advised that a request had been received from Landmark East seeking the Council to grant it a licence to construct a temporary pavilion at the Newtownards Road entrance to C. S. Lewis Square, East Belfast. 

            The Committee approved the granting of a licence for an 18 month period to Landmark East to permit the location of a temporary pavilion at the entrance to the C. S. Lewis Square, subject to the approval of the Strategic Policy and Resources Committee and to the appropriate terms being agreed by Estates and Legal Services.

(Councillor Armitage returned to the Committee table at this point.)

            The Director provided the Committee with an update regarding the waste collection service which included a detailed update in respect of the following key areas:

·        customer call handling and management interventions; and

·        the waste collection improvement plan.

            The Committee noted the Waste Collection update and that the next update would be submitted to the August meeting.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of Main Issues

1.1       Further to discussion at People and Communities Committee on 9 January 2018, Members requested that quarterly updates on anti-social behaviour in parks and open spaces be provided.    Members further agreed that the initial focus would be on Falls Park/City Cemetery and Orangefield Park/Avoniel Park.

1.2       The purpose of this report is therefore to update Members on the following:

·        Current Context

·        Animation/Programming

·        Operational Co-ordination

·        Awareness Raising

·        Maximising Strategic Opportunities

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the progress against these actions and to receive a further progress report in June 2018.

            Current Context

3.1       Reported Anti-Social Behaviour To Council

            Ongoing analysis of reports from members of the public, along with anti-social behaviour witnessed by Council Officers has identified the following parks/open spaces as having issues with persistent anti-social behaviour. 

3.2       Please note figures provided below are for the rolling year to date.  Reports of anti-social behaviour in the last quarter have been minimal across the city, but Falls Park/City Cemetery continues to have consistently higher levels of reports during that period.

3.3       Please also note that the list below only represents the parks/open spaces with the highest numbers of reports of anti-social behaviour.  Reports of anti-social behaviour are received for other parks/open spaces across the city but at a much lower level.

3.4       Repairs at Parks/Open Spaces

            As indicated above, anti-social behaviour is often under-reported.  Officers therefore regularly review requisitions for repairs at parks/open spaces due to vandalism, criminal damage or arson.  The list below provides details on those parks/open spaces with the most repairs needed (in descending order of cost of repairs for this financial year with highest costs at the top) along with an assessment of the frequency of issues (based on requisitions for repairs):

3.5

3.6       Member Feedback

            Elected Members engage regularly with Officers articulating concerns about anti-social behaviour in parks/open spaces.  Officers have reviewed their Elected Members contact on this issue and the following parks/open spaces present most frequently as of concern:

3.7       Animation/Programming

            Progress to Date

·        Community led Youth Outreach Teams have been proactive around a number of parks and open spaces, but in particular around Falls Park/City Cemetery, Dunville and Orangefield/Avoniel

·        A range of community events took place in parks and open spaces across the city over the St. Patrick’s Day weekend (Dunville, Bog Meadows, Colin Glenn, Whiterock Leisure Centre  ...  view the full minutes text for item 7b

            The Assistant Director advised the Committee that the Council had been approached by representatives of Suicide Awareness and Mental Health Initiative (S.A.M.H.I.) seeking permission to install a memorial bench in Woodvale Park, adjacent to a memorial tree that had been planted a number of years ago.

            The Committee approved the installation of a memorial bench in Woodvale Park to raise awareness of suicide.

            The Assistant Director advised that the Dunmurry Community Association (DCA) had a license agreement with the Council in respect of a portion of the changing pavilion located within Fullerton Park.  She reminded the Members that Fullerton Park had transferred to the Council in April 2015, as a result of Local Government Reform.

            The officer outlined that Lisburn City Council had entered into a licence agreement with DCA with effect from April 2014.  This agreement permitted the Association to use a section of the building for community purposes, with kitchen and toilet facilities being shared with other sporting users.  The agreement was for an initial period of two years, with an extension of a further year having been granted which ended on 31st March. 

            The Committee was advised that the Association had requested that the Council enter a new licence agreement to enable it to continue to offer a programme of activities to the local community.

            The officer detailed that the facility was maintained by Belfast City Council and, in addition, the Council through its Community Service budget provided a revenue budget to help with running costs.  She advised that the group had initially sought a lease agreement, however, officers had met with the Association and following discussion it was proposed that:

1.     the Council would agree to hold over on the existing licence agreement for a period of 6 months, up to 30 September 2018;

2.     the Council would review and revise the existing agreement, with a view to providing a key holding agreement to the Association to deliver a pre-agreed programme of community development work;

3.     the Council would retain maintenance responsibility for the building; and

4.     the Council would work with the Association to establish financial needs to meet programme costs and identify how the costs might be met.          

            The officer advised that the Association had also highlighted the lack of office accommodation as an issue but officers felt that this should be deferred until a new agreement had been reached and the community development programme had been agreed.

            Following consideration, the Committee agreed:

·        to the extension of the existing licence agreement for a period of 6 months up to 30th September 2018;

·        to a review of the existing agreement to be replaced with a key holding agreement which would be provided on the back of an agreed Community Development Programme and which would be developed in conjunction with Community Services and the Association; and

·        that minor works be undertaken to facilitate the needs of the Association

            and the sporting users of the facility.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to further update the Committee on the motion that was brought to Council on 1st September 2016 with regard to dangerous breeds of dogs and to provide a report on the work that has been undertaken to review how the Council handles any future cases involving dangerous breeds.  The motion called for a review of breed specific legislation to avoid the removal from their owners of prohibited dogs that have not posed a danger to the public, as follows:

            ‘This Council calls upon the Minister for Agriculture, Environment and Rural Affairs to conduct an urgent review of Breed Specific Legislation.  Recent tragic events in England demonstrate the need for effective controls in respect of dangerous dogs.  However, the removal from their owners of dogs that have not posed a danger to the public should be avoided.  The Council supports and encourages responsible dog ownership and those who exercise appropriate care and control of their dogs.’

1.2       The Council wrote to the Minister for Agriculture, Environment and Rural Affairs, Minister McIlveen MLA, regarding the motion on 5th October 2016.  A reply from the Minister’s office has been received. The Minister has stated in her response as follows;

            ‘The Department understands that the Council is currently reviewing its handling of a high profile case involving the seizure, assessment and return of a pit bull.  We would be interested in learning of the findings of that review, and will then consider whether the existing legislative provisions could be reviewed to allow the impact of seizure on dogs and their owners, to be more effectively managed, while ensuring appropriate protection for the public.’

2.0       Recommendations

2.1       The Committee are asked to;

·        Note the contents of the report and in particular the summary of current actions at paragraph 3.14.

3.0       Main Report

3.1       Key Issues

            An internal officer group (comprising of officers from City and Neighbourhoods Department, Legal Services and Corporate Communications) has been reviewing the legal position and processes involved in dealing with cases of suspected banned breeds.  The processes used by the Council’s Dog Warden Service have been developed based on the legislative requirements of The Dangerous Dogs (Northern Ireland) Order 1991 (as amended) aimed at dealing with banned breeds of dogs, specifically those dogs from the pit bull terrier type breed which are the predominant banned breed found in this Council area. 

3.2       Since the seizure of a pit bull terrier type dog known as ‘Hank’ in July 2016, the Council has seized a further three dogs which were subsequently found to be pit bull terrier type dogs but were assessed as suitable to be admitted to the exemption register. Those dogs were returned to their owners following court proceedings permitting the dog to be placed on an exemption register. In cases of this nature, a determination on whether a dog is of a breed banned under the  ...  view the full minutes text for item 7e

The Committee approved:

·        the naming in respect of Donegal Park Gardens, off Antrim Road, BT15 and Rose Street, off Springfield Avenue; and

·        the continuation of an existing street in the City namely Wandsworth Court, off Wandsworth Parade, BT4 and Lagmore Avenue, off Stewartstown Road, BT17

(The Chairperson, Councillor Sandford, who had declared an interest in this agenda item, withdrew from the Chair whilst it was under discussion and took no part in the debate or decision-making process.)

            (Councillor Carson, Deputy Chairperson, in the Chair.)

            The Assistant Director reported that the County Grand Orange Lodge of Belfast had written to the Council regarding the use of the Barnett’s Demesne for its Belfast demonstrations on 12th July. 

            The Committee agreed to the request from the County Grand Lodge for the use of Barnett Demesne on the 12th July 2018, subject to the organisers meeting all statutory requirements and an appropriate legal agreement being prepared by Legal Services.

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

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The People and Communities Committee meeting of 6 February 2018 considered a motion by Councillor McReynolds.  The motion called on the council to do more to assist individuals whose homes are negatively impacted upon by Japanese Knotweed and should therefore write to the Northern Ireland Environment Agency to see if they would be content to co-fund a Belfast City Council 'not for profit' service to treat properties across Belfast’.

1.2       An action arising from the Committee meeting was therefore for officers to consider the feasibility of this request. This paper serves to provide an update to Members regarding preliminary work that has been undertaken in the intervening period.

2.0       Recommendations

2.1       Committee is asked to;

·        Note the content of this report.

3.0       Main report

3.1       Members will be aware that Japanese knotweed is one of thirty-five plant species that have been proscribed via Article 15 of the Wildlife (Northern Ireland) Order 1985 for the purposes of preventing their planting or growth in the wild. The relevant authority is the Northern Ireland Environment Agency (NIEA).

3.2       Methods for the control of Japanese knotweed are typically grouped into physical controls, involving the mechanical removal or deep burial of the plant, together with the installation of growth barriers, or chemical controls involving the use of herbicides such as glyphosate, 2,4 D, Triclopyr or Picloram. Chemical treatments routinely have to be repeated until no regrowth is observed (usually for between 3 to 5 years), although it should be noted that glyphosate based herbicides are readily available from DIY stores.

3.3       In terms of treatment approach, it is considered that the council would have to determine, or seek professional advice regarding the most expedient method to control or eradicate a Japanese knotweed infestation; either excavation, burial or chemical treatment. Such advice may however have legal implications, particularly given the issues around the potential impact of Japanese knotweed on the sale of properties or the depreciation of assets. It is additionally considered that it would be difficult to forecast the likely demand for a knotweed treatment scheme as there is limited information available on the incidence of invasive species across Belfast.

3.4       In terms of offering a chemical treatment service, the council could opt to appoint a commercial contractor to deliver a ‘not for profit’ type service or it might seek to deliver such a service on an equivalent financial basis from within existing staff resources, although this capacity does not presently exist. Any option could have significant financial impact on revenue estimates for the Council.  It is considered however, that mechanical removal or deep burial would have to be undertaken by a specialist contractor and that excavated materials would have to be disposed offsite to an appropriately licensed landfill site, with attendant haulage and disposal costs.

3.5       In order to determine the council’s vires for establishing a Japanese knotweed treatment scheme for the city, officers have sought  ...  view the full minutes text for item 7h

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The new legislative control, the Houses in Multiple Occupation (HMO) Act NI 2016 completed Final Stage on the 15th March 2016 and received Royal Assent on the 12th May 2016. On commencement of this Act HMO regulation will transfer to local Councils.  This paper provides an update to the Committee on the progress with the transfer of Houses of Multiple Occupation (HMO) function from the Northern Ireland Housing Executive (NIHE) to Councils.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the update information regarding the Houses of Multiple Occupation function and the current status of the programme of transfer.

3.0       Key Issues

3.1       The programme for the transfer of the HMO function is being overseen by a Regional Board in NI consisting of officers from Department for Communities (DfC), NIHE and the three lead Councils (Belfast City Council, Causeway Coast and Glens Borough Council, and Derry City and Strabane District Council).

3.2       An economic appraisal commissioned by the Department for Communities considered a number of delivery options for the new service. The appraisal included financial and option modelling

3.3       This appraisal recognised that whilst an 11 council model was the most desirable it would mean that full cost recovery for councils would prove difficult and would create a potential rate base burden on councils as the service would have to be provided within existing resources.  It was considered that the only way to negate these risks and provide a cost neutral and fit for purpose service was to cluster councils and provide the new regime via a shared service.

3.4       The proposed model for service delivery is to cluster councils on a geographical basis, the cluster leads being those areas with the largest number of HMOs, Belfast, Causeway Coast and Glens, and Derry City and Strabane.  It also reflects the location of existing staff.

3.5       Under the current proposed cluster arrangement in the economic appraisal, Belfast City Council is described as stand alone. It is accepted by the Regional Board that the Cluster leads will need to provide support to each other in order to ensure the effectiveness and provision of a fit-for-purpose service.  This will require providing support across each other’s respective cluster areas.

3.6       Members should be aware of the following emerging factors in the current programme.

3.7       Fee setting process

            Members are reminded that the new regulatory regime comes with a number of additional powers and the financial modelling included in the economic appraisal forecast an uplift in fees will most likely be required to allow for full cost recovery.  Derry City & Strabane District Council are in the process of appointing a consultant to undertake the next step in the fee setting process.  The cost of the consultant will be funded by the DfC as a transition cost.

3.8       Date of transfer

            The date for transfer of functions will be 31 March 2019.  This date was considered appropriate given the  ...  view the full minutes text for item 7i

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       Members will recall that the April 2017 meeting of People and Communities Committee approved that, from April 2018, the Council would procure and manage the Home Safety Check and Repair Service on behalf of partners.

1.2       This report provides an update to Members on the progress of the Belfast Handy Person Home Safety Check and Repair Scheme to date and the plans going forward.  

1.3       The Council’s Home Safety team sits within the Environmental Health Section. The team receives funding from the Public Health Agency (PHA) to deliver the Under 5 Home Safety Check scheme and numerous safety projects with older and vulnerable adults, parents and young children. 

1.4       This report also provides an update to Members on the work of the home safety team.

2.0       Recommendations

2.1       The Committee is asked to note:

-       That from 1st April 2018 the Council will manage the contract for the Home Safety Check and Repair Service on behalf of partners; 

-       Changes to the equipment criteria for the Family Home Safety Check Scheme;

-       The ongoing home safety project work. 

3.0       Main report

            Belfast Home Safety Check and Repair Service

3.1       This scheme has operated for the last three years and, following an evaluation, it was agreed that the Council would procure and manage the scheme for the next three years.

3.2       Following a public procurement process, the contract for this service was awarded to Bryson Energy and the Council will commence management of the contract from 1st April.

3.3       This scheme offers residents aged 65 and over (or vulnerable adults) a free home safety visit during which they will be provided with advice, information and home safety equipment (e.g. helping hand grips, magnifier reader, long length shoe horn, jar opener and sock aids) which will be fitted free of charge. Residents can also avail of a reduced rate repair service (£5 per hour for people in receipt of benefits and £15 per hour for people who are not in receipt of benefits). These rates were previously agreed at the August 2015 meeting of the People and Communities Committee. 

3.4       Following agreement with the District Police and Community Safety Partnership (PCSP) the new contract extends into the area of Home Security/Crime Prevention. Residents aged 60 and over who have been a victim of burglary in their home will be visited by the Crime Prevention Officer and referred in to the scheme, where they will be able to avail of free security equipment (e.g. door chains, window/door alarms, bin locks, key safes, door braces, call blocking devices, property marking kits and electricity timers) which will also be fitted free of charge. 

3.5       The objectives of this project are as follows:

-       identify vulnerable households using relevant stakeholders/referral partners;

-       reduce the risk of accidents in the home by making it a safer environment;

-       empower people to change their behaviours;

-       develop understanding  ...  view the full minutes text for item 7j

Tropical Ravine, Botanic Gardens     The Assistant Director drew the Members’ attention to the proposed Connswater Community Greenway (CCG) Animation Plan for 2018/19. 

            The officer advised that the programme had important regeneration outcomes in relation to health, volunteering and reducing anti-social behaviour.  The Committee noted that the plan had been developed to support the strategic direction of the EastSide Partnership, the Belfast Agenda and the Programme for Government.

            The Assistant Director requested that the Committee, in anticipation of increased requests from external event and activity providers, grant authority to the Director of City and Neighbourhood Services, under the scheme of the delegation, to approve such requests. 

            The Committee:

·        granted authority for the Director of City and Neighbourhood Services, under the scheme of delegation, to approve event and activity requests for the use of the parks and open spaces along the Connswater Community Greenway in 2018/19, delivered by the Connswater Community Trust in partnership with Belfast City Council;

·        granted authority for the Director of City and Neighbourhood Services, under the scheme of delegation, to approve event and activity requests which might include licensing arrangements such as trading or the selling of alcohol at the main event spaces along the Connswater Community Greenway,  including the C.S. Lewis Square, Orangefield Park and Victoria Park; and

·        noted that an entertainment license was already in place for the CCG.

            The Assistant Director reminded the Committee that the Tropical Ravine was due to be re-opened to the public in mid-April and she proceeded to provide the Members with an update in respect of issues relating to the operation of the newly refurbished facility. 

            The Committee noted that, as part of the Business Plan for the facility, it was anticipated that an income could be generated by using the building for conferences and events.  Fees for commercial use of the Tropical Ravine would be charged in line with the current fee structures within the corporate policy.

            Following consideration of the report, the Committee:

·        granted permission for the location of a donation box in the Tropical Ravine, Botanic Gardens, with the funds to be used for the purpose of enhancing services for visitors to the Tropical Ravine;

·        agreed to open the Tropical Ravine from Tuesday to Sunday, with Monday reserved for Corporate events, staff training and routine maintenance; and

·        agreed to run a series of promotions to market the Tropical Ravine and to generate income where appropriate.

            The Assistant Manager reminded the Committee that, as the Council’s Strategic Operating Partner, Active Belfast Board Ltd (ABL) was responsible for overseeing the direct delivery and development of the service in compliance with the terms and conditions of the contract which included performance monitoring and reporting.

            As the appointed Strategic Service Provider, Greenwich Leisure (GLL) was contracted by ABL to manage the Council’s leisure centres and to deliver the service as set out in the partnership documentation.

            The officer reported that the Environmental Health Service had traditionally sampled Belfast City Council pools for bacteriological analysis on an informal basis for many years to help provide advice and reassurance regarding pool hygiene for users.  This process, whilst not guaranteed on a monthly basis, was of benefit to all and it was felt that this arrangement should be formalised.

            The Committee endorsed the draft Service Level Agreement between Greenwich Leisure Ltd and Belfast City Council with regard to swimming pool testing and authorised the Director of City and Neighbourhood Services to sign the agreement on the Council’s behalf.

            The Assistant Director advised that a request had been received from the organisers of the Belfast Book Festival seeking permission to hold a Fun Day and Belfast Book Festival ‘Lit Crawl’, on Saturday, 16th June in the Lower Crescent Green Space.

            The Committee noted that this event had been held annually for the past six years and had proven to be a successful outreach programme for the festival.  The officer detailed that the ethos of the fun day was to bring the world of books to those in the community who would not normally access the arts and to introduce children to the fabulous world of books.  The fun day would be free for all to attend with arts and craft, author readings and entertainment. 

            The officer advised that, as a new addition to the 2018 Programme, the organisers had decided to organise a ‘Lit Crawl’.  This would take place for three hours around the Queen’s Quarter, which would come alive with free events in various locations in and around Botanic Avenue and Stranmillis. 

            The officer reported that, usually once the fund day ended, the marquee would be taken down.  However, this year the organisers were seeking permission to use the marquee and park as a ‘Lit Crawl’ venue.  She detailed that from 7.00 p.m. there would be a number of events in the marquee, which would conclude with a festival finale at 11.00 p.m. 

            The Committee was asked to note that the event would be ticketed, with the number of tickets limited to 200.  In addition, bar and food vendors would also be in attendance. 

            The Committee granted permission for the use of Lower Crescent green space for a Belfast Book Festival Fun Day, subject to satisfactory terms in line with the above being agreed with the Director of City and Neighbourhood Services and on condition that:

1.     the event organiser resolves all operational issues to the Council’s satisfaction;

2.     an appropriate legal agreement is completed; and

3.     the event organiser meets all statutory requirements of the Building Control Service,  including the terms and conditions of the Parks Entertainments Licence.

            The Assistant Director advised that, at the meeting of the Older Peoples Reference Group held on 20th March, the following key items had been considered:

·        update in respect of Older Volunteer of the Year Awards;

·        update in respect of Age-Friendly Belfast;

·        update on Age-Friendly Belfast Events;

·        review of Positive Ageing Month;

·        update in respect of the Age-Friendly Network for Northern Ireland; and 

·        update on the Age Sector Platform.

            The Committee approved and adopted the minutes of the meeting of the Reference Group on Older People held on 20th March.  

The Committee authorised the attendance of the Chairperson and the Deputy Chairperson (or their nominees) and the Director of City and Neighbourhood Services (or his nominee), to attend the Charted Institute of Waste Management (CIWM) National Conference, in London from 13th – 14th June.

            The Assistant Director advised that a request had been received from Outdoor Recreation Northern Ireland (ORNI) seeking the Council to part fund, as part of its partnership arrangement with ORNI, the ongoing marketing and promotion of walks within Belfast Parks through the WalkNI website, available here 

            She reminded the Members that ORNI provided a number of services to the Council, as follows:

·      it audited a number of the Council’s Parks’ walks;

·      promoted the Council’s 24 short and medium walks;

·      promoted the Ulster Way throughout the Council’s Parks; and

·      listed detailed information on its website on behalf of Belfast Parks.

            The officer advised that the Council wished to promote its 23 short quality walks (totalling 73 kilometres), 1 medium walk (totalling 17 kilometres) and 8 kilometres of Ulster Way through the WalkNI website.  She asked the Committee to note that there was a section of the website which was designated specifically to Belfast, available here

            The Committee agreed to continue to provide financial support to ORNI with funding of £3,445 for 2018/19, to enable ORNI to market support for walking routes within Belfast Parks.

            The Committee considered a report in relation to the revised appointment of the Elected Members to Community Centre Committees and noted that Political Parties had recently submitted new appointees to replace those Members who were no longer Members of the Council. 

            Following a query from a Member regarding functioning centre committees, the Assistant Director confirmed that not all centres had functioning centre committees, for example, both the Ardoyne and Whiterock Community Centres did not currently have a functioning committee.  She advised that officers were currently conducting a community centre scoping exercise as part of area working and it was anticipated that this would provide specific details in respect of the current position across all centres.

            A further Member suggested that he had never been invited to attend a committee meeting for the community centre to which he was appointed, however, he believed that there was still a functioning committee.

            Discussion ensued, during which it was agreed that an updated list be circulated of the Elected Members appointed to each Community Centre to both the Elected Members and also to the secretary of the relevant Community Centre.

            The Committee further agreed to authorise the following changes in Community Centre Committee membership:

·        the replacement of the former Councillor McCabe with Councillor Murphy on the Ardoyne and Ligoniel Community Centre Committees;

·        the replacement of the former Councillor McKee with Councillor Pankhurst on the Concorde Community Centre Committee; and

·        the replacement of the former Councillor Austin with Councillor Nic Biorna on the Whiterock Community Centre.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The purpose of the report is to present information regarding Council’s ongoing commitment to the professional development of frontline staff to deliver high quality services to children and young people and to identify the impact of planned training on service delivery.

1.2       In order to enable identified staff to access training, we are seeking permission to close limited services as required against a schedule for Director approval.

1.3       As part of the continuous improvement plan for customer delivery, it is proposed that registration to our Summer Scheme programme should take place on one day across the city, potentially on Wednesday 16th May 2018. In order to support this amended approach to registration, there will be a need for limited service closures on this date.

2.0       Recommendations

2.1       The Committee is asked to:

                                       i.        Note plans for the delivery of Therapeutic Crisis Intervention (TCI) training to all Play Development and Assistant Community Development Officers and to agree to the limited closure of some services noting that any closures will be kept to a minimum.

                                      ii.        Agree limited access to some services to support city wide registration to Council Community Summer Scheme programmes on Wednesday 16th May (TBC).

3.0       Main report

            Key Issues

3.1       Belfast City Council employs 20 professionally qualified Play workers who deliver a range of play initiatives across a number of settings including After-schools services and outreach play programmes for Parent and Toddler groups across the city.  We also deliver a range of after-school programmes for children aged 5 to 11 at our BCC Community Centres.

3.2       These are delivered by the Assistant Community Development Officer team supported by volunteers and include homework clubs, sports programmes and arts and craft activities.

3.3       Council adopts an open access policy for children attending these services, however, analysis of registrations over recent years points to an increasing number of children who are presenting with Attention Deficit Hyperactivity Disorder (ADHD), Autism and other challenging behaviours.

3.4       Working with challenging behaviour can be difficult for both staff and children and a high level of self awareness is required so that staff move from reacting to situations to responding to situations. It requires a level of emotional intelligence so that staff can manage their emotions and understand their responses.

3.5       Working with young children aged 5-11 years means staff are often dealing with children who are only now developing their emotional capacity and who may have an outburst when they cannot understand, manage or control their emotions. Knowing the child, understanding the triggers for that child and having strategies that work to de-escalate any situation, will enable the child to remain in the session and help staff to apply the appropriate strategy to ensure their effective participation. 

3.6       It is also important that a child learns from their experience and that staff have the skills to help children reflect on what has happened and problem-solve a different  ...  view the full minutes text for item 8g

            The Committee agreed to defer the report to enable officers to obtain more information in respect of the Campaign and to submit a further report to a future meeting.