Agenda and minutes

Apologies were recorded on behalf of Councillors Newton, Nicholl and McAllister.

            The minutes of the meeting of 6th November were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 3rd December.

No declarations were reported.

The information contained in the reports associated with the following four 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 on 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 (Northern Ireland) 2014.

            (Mrs. C. Taggart, Neighbourhood Services Manager, attended in connection with the following two items.)

            The Committee considered a report which provided details in relation to a Letter of Variance (LoV) to the Community Support Programme (CSP) 2018/19, specifically relating to additional funding of £42,432 for Frontline Advice Services.  The Committee was asked to consider the following two options and to agree the preferred option:

·        Option A – to allocate all additional in-year funding to the five area based Advice Consortia; and

·        Option B  - to allocate all additional funding to the Belfast City Wide Tribunal Service.

            Following consideration of the options, it was, 

            Moved by Councillor Magennis,

            Seconded by Councillor Magee,

      “That the Committee accepts the amendment and variation to the contract for            funding detailed as in the Letter of Variance and that Option A be adopted as the preferred option, to allocate all additional in-year funding to the five Area Based    Advice Consortia using the funding allocation model developed by the Council in    2012 (revised in 2015 to reflect the boundary changes).”

Amendment

            Moved by Councillor Heading,

            Seconded by Councillor Lyons

      “That the Committee accepts the amendment and variation to the contract for            funding as detailed in the Letter of Variance and that a new ‘Option C’ be agreed      which would see a 50% equal spilt of the additional in-year funding to the Belfast          City Wide Tribunal Service and the five Area Based Advice Consortia.”

            On a vote by show of hands, two Members voted for the amendment and thirteen against and it was declared lost. 

            The original motion standing in the name of Councillor Magennis and seconded by Councillor Magee was thereupon put to the meeting and passed with thirteen Members voting for and none against.

            The Committee considered a report which sought permission to offer contract extensions for 2019/20 across the Community Development Grant Programme (CDGP) categories to funded organisation, pending affordability.

            Following consideration, the Committee:

·        agreed an intention to offer contract extensions for 2019/20 and noted that any offer of Community Development Grant Programme funding would be dependent upon formal confirmation of the Council’s contribution and a stable level of Department for Community income from their regional Community Support Programme grant allocation;

·        noted that, following the Committee’s approval, officers would engage with funded organisations on this basis; and

·        agreed that a report would be submitted to the January meeting that would provide a geographical breakdown in respect of the previous allocation of community development funding grants.

The Committee considered a report which provided details in relation to future burial provision and information in respect of a proposal from a private individual for a cemetery at Dundrod.  The Committee was advised that the application had been submitted to Lisburn and Castlereagh City Council and it had refused permission on 4th October, 2018.  The individual concerned was now considering appealing this decision and the Planning Consultant for the proposal had written to the Council seeking the Council’s support should it go to the Planning Appeals Commission (PAC).

            The Committee considered a number of options in relation to the request and, following consideration, it was 

            Moved by Alderman Sandford,

            Seconded by Councillor Corr Johnston,

      “That the Committee agrees not to support the appellant’s application at the PAC.”

Amendment

            Moved by Councillor Corr,

            Seconded by Councillor Heading,

            “That the Committee agrees to support the appellant’s application at the PAC (if  requested) by making representation on the Council’s position in relation to its      current supply of burial lands and anticipated need.”

            On a vote by show of hands, ten Members voted for the amendment and four against and it was declared carried.

            The amendment was put as the substantive motion and passed.

The Committee granted authority for Aiken Promotions to hold an outdoor concert on 22nd August, 2019 at Ormeau Park, subject to satisfactory terms being agreed with the Strategic Director of City and Neighbourhood Services and on condition that:

·        the promoter resolves all operational issues to the Council’s satisfaction;

·        an appropriate legal agreement is completed, to be prepared by the City Solicitor; and

·        the promoter meets all statutory requirements of the Building Control Service, including the terms and conditions of the Parks Entertainment Licence.

            The Committee also granted authority to the Strategic Director of City and Neighborhood Services to:

·        negotiate an appropriate fee for use of Ormeau Park taking into account costs to the Council, minimising negative impact on the immediate area and the potential wider benefit to the City economy; and

·        to write to Aiken Promotions to advise that the Council reserved the right to introduce a ‘social clause’ into legal agreements at any time (subject to Council approval of such a policy).

            The Committee was reminded that, at its meeting held on 9^th October, the Committee had agreed to write to the Permanent Secretary of the Department of Agriculture, Environment and Rural Affairs (DAERA) to seek an all-party deputation to meet with him to discuss the ongoing challenges in respect of issues associated with Japanese Knotweed.

            The Members were advised that a response had been received.  In this response, the Permanent Secretary had outlined in detail within the correspondence the Department’s role in relation to the management of non-invasive species.  He advised that the Department was not in a position to provide a service to manage non-native invasive weeds on land outside of its own ownership as the responsibility for managing species such as Japanese Knotweed lay solely with the owner of the land on which it was growing.

            Subsequently, the Permanent Secretary had declined the Committee’s request to meet with an all-party deputation to discuss the matter further.

            The Committee noted the response.

The Committee was reminded that, at the meeting of Council on 3rd December, the following motion, which had been proposed by the Deputy Lord Mayor (Councillor McDonough Brown) and seconded by Councillor Reynolds, had been referred to the Committee for consideration:

“This Council recognises the importance of our city parks to walkers, runners, cyclists, dogs, and others and appreciates the desire within our communities to use city parks all year round. 

Therefore, the Council agrees to consider options for lighting our city parks, with the intention of opening parks for longer during the winter months.  The Council will consider a report which identifies the costs and benefits of lighting a range of parks to give citizens equal access to high quality outdoor space at all times of the year.”

            The Committee agreed that a report be submitted to a future meeting.

            The Director of Neighbourhood Services reminded the Members that the Council had previously agreed to enter into an arrangement with Transport NI (TNI) regarding the provision of maintenance at the Michael Ferguson roundabout, Stewartstown Road and on the roadside verges at Kingsway Dunmurry, Knock dual carriageway and the top of the Cregagh Road, all of which were under the ownership and responsibility of TNI.

            The Director explained that, whilst this arrangement had now been in operation for three years, it was recognised that the condition of many of these open spaces, rather than contributing to the attractiveness and vibrancy of the City and local neighbourhoods, were unsightly as they were not effectively maintained.  She advised that consideration was now being given as to what other options were available to partner agencies and local communities to ensure that open spaces were suitably maintained.

            The Director reported that, as part of recent work to develop a Belfast Open Spaces Strategy, an audit of open spaces in the City had been undertaken.  The audit had assessed open space provision, accessibility and potential future action based on the City’s growth strategy and included parks, playing fields, playgrounds and civic spaces.  She advised that this Strategy would be presented to the Committee in the coming months for its consideration.

            The Committee noted that a review had also been undertaken of the Growing Communities Strategy and that it too would be presented to Committee in due course.  In the context of maintaining non-Council open spaces in local areas, it was felt that there was an opportunity to assess how this area of work might also be addressed through volunteering with the development of increased capacity through communities.

            The Committee was advised that, based on the work to date, it was proposed that further work would now be undertaken in each area to assess the need for maintenance of open spaces that were not owned by the Council.  The Director advised that it was suggested that Council officers would meet with representatives from the Department of Infrastructure to review the current arrangements and to discuss opportunities to improve or enhance these arrangements.  Any further discussion would be set in the context of the Council’s significant financial constraints and would recognise that the Council alone could not resolve the issues.

            Following consideration, the Committee:

·        agreed that, in order to test feasibility and to grow capacity, some pilot projects would be undertaken in 2018/2019.  A further report on the scope and detail of pilots would be submitted at a future meeting;

·        agreed that officers would undertake a review of the grass cutting arrangements already in place with Transport NI and seek to establish, in conjunction with Transport NI, how these could be enhanced or improved for the year 2019/2020, this would also give consideration to the McKinstry Road Roundabout; and

·        noted that a report would be submitted to a future meeting which would include  recommendations for the 2019/2020 financial year.

            The Committee was advised that at the meeting of the Strategic Cemetery and Crematorium Working Group held on 21st November, the following key items had been considered:

·        update in respect of the permanent memorial to mark Z1 in the City Cemetery; and

·        Update in respect of new Burial Lands.

            The Committee approved and adopted the minutes of the meeting of the Strategic Cemeteries and Crematorium Working Group held on 21stNovember 2018.

            The Director of Neighbourhood Services reminded the Committee that the Council currently held a site at Moyard Crescent from the Northern Ireland Housing Executive (NIHE) on a 10,000-year lease, for the purpose of providing a standalone playground and small kick about area.  She detailed that the location, which was isolated from the main body of the Moyard Estate, had been used as a gathering point for local youths who engaged in anti-social behaviour.

            The Committee was further reminded that, at its meeting held on 14th August, 2014, it had granted approval to relocate the playground from Moyard Crescent to the Vere Foster Primary School site and to surrender the Moyard Crescent site to the NIHE.  The playground had subsequently been closed and the equipment removed but the Council had retained ownership of the site.  The Belfast Education and Library Board (now the Education Authority) had indicated a willingness to transfer part of the land at the Vere Foster Primary School to the Council for the relocation of the playground and kick about area.  It had been considered that this proposed location would provide improved access due to the proximity to the housing and to the Matt Talbot Youth Club.

            Following the construction of a mini pitch by the Education Authority, the remainder of the Vere Foster Primary School site had been declared surplus in June 2017 and the Council had expressed an interest in acquiring the site for a new playground and casual multi games area.  The NIHE had also expressed an interest in acquiring the site for social housing.  The Land and Property Service (LPS) had valued the site at £120,000 to reflect residential development.  The Committee was advised that, following discussion with officers, the NIHE had since withdrawn its expression of interest in the Vere Foster Primary School site.

            The Director reported that Council had submitted a business case to the Education Authority seeking to acquire the site for a playground and multi games area by way of a 25-year lease.  The Education Authority had agreed to the request for the 25-year lease and the LPS had assessed the value at £800 per annum.

            The Committee noted that the Council was now in a position to agree to the NIHE’s request for the Council to surrender its leasehold interest in the Moyard Crescent site.  The Committee was advised that the NIHE intended to transfer the site to Choice Housing for the construction of 12-14 social housing units to address the identified social housing need in the area.  The LPS had assessed the value of the Council’s leasehold in the Moyard Crescent site at nil, given that the site was restricted to that of a playground and also that the NIHE had reserved the right to take possession of the frontage of the site on giving the Council one-months’ notice at any time.

            The Committee:

·        authorised the disposal of the existing Moyard Crescent playground site to the NIHE by way of a surrender of the lease; and

·        agreed to  ...  view the full minutes text for item 7a

            The Strategic Director of City and Neighbourhood Services summarised the contents of the report which presented a Quarter 2 financial position for the People and Communities Committee, including a forecast of the year end outturn. He advised that the detail included the Quarter 2 position for the Committee which showed an under-spend of £476,845 or (1.2%) of the budget, with the forecast year end position being an under-spend of £98,000k (0.1%) which was well within the acceptable variance limit of 3%.

            The Director advised that the forecast year end position for the Council was an underspend of £1.225m which was 0.9% of the budgeted net expenditure.  The Quarter 2 forecast from the Land and Property Service was a clawback of £1.201m.  The Committee was advised that the Strategic Policy and Resources Committee, at its meeting on 23rd November, had agreed that no budget reallocations would be considered until the year end given the considerable financial challenges that faced the Council. 

            The Committee noted the report and the associated financial reporting pack.

            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 provide a mid-year update on the People and Communities Committee Plan 2018/19 outlining progress on key actions, achievements and risks (as at 30th September 2018).

1.2       The People and Communities Committee Plan 2018/19 was approved by Committee on 12th April 2018, following a Members planning workshop held on 27th February 2018 and a feedback report was tabled for consideration on the 6th March 2018. 

1.3       The Committee Plan provides an overview of the various priorities and key activities that this Committee will oversee in the 2018-19 financial year to help deliver on the priorities and ambitions in the Corporate Plan and Belfast Agenda.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the progress to date against the agreed actions within the Committee Plan.

3.0       Main report

            Key Issues

3.1       The People and Communities Committee Plan provides an overview of the priorities and key activities the Committee will oversee throughout the 2018-19 financial year to deliver the ambitions in the Corporate Plan and Belfast Agenda.  The Committee Plan actions contribute towards the City’s strategic direction and long-term vision.

            The Committee Plan supports the delivery of the Belfast Agenda, working towards the delivery of inclusive growth across all four priorities of Living Here, City Development, Growing the Economy and Working and Learning led by an organisation fit to lead and serve, and aiming to leave no one behind.  The Living Here priority makes a significant contribution to improving life at a local level.

            Committee Plan Update

3.2       Over the last six months a range of strategies, policies, programmes and projects have been developed and implemented aimed at improving the quality of life and well-being at a local level, working with partner organisations and communities to realise the City’s vision and achieve its potential.  Lead officers have provided status and progress updates measured against the projects, programmes and activities as laid out in the Committee Plan.  A detailed update is outlined is available on Mod.gov with some key highlights summarised below against the relevant priorities of the Belfast Agenda.

3.3       Living Here -Improve Neighbourhoods highlights:

·        Our work in partnership with Early Years Organisations with pre-school children is reaping benefits; the opportunity to train staff with new techniques embeds skills which benefit all child age groups. 

·        We are re-enforcing our commitment to leave no one behind by solidifying closer relationships with Family Support Hubs. We continue to extend outreach services in hard to reach communities.  We have delivered a number of single identity sessions in our Community Centres to newcomers and ethnic communities, and increasingly children are participating in our mainstream services which are drawn from a wide range of ethnic minority communities including the Roma and Traveller community.

·        We are continuing to deliver the Belfast PCSP Action Plan exceeding our targets aiming to ensure our neighbourhoods are safe. 

·        Officers are meeting regularly with the PSNI to improve front line  ...  view the full minutes text for item 8b

The Committee approved the naming in respect of Castlehill Wood, off Castlehill Manor, BT4 and Napoleans Gate, off Shore Road, BT15.

            The Committee approved the applications to erect second nameplates in Irish at Powerscourt Place, off Essex Grove, BT7 and Essex Grove, off Ormeau Road, BT7.

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To provide Members with an update in relation to:

                                             (i)          the processes and procedures that continue to be implemented to enhance the waste collection service;

                                            (ii)          the actions included in the high level Waste Collection Improvement Plan, which has been developed to address productivity and performance issues; and

                                          (iii)          the call handling procedures used in relation to waste collection requests for service -and in particular call, waiting times during August 2018.

2.0       Recommendations

2.1       The Committee is asked to

·        note the continued interventions implemented to maintain the performance improvements of the waste collection service, together with progress in relation to the actions included in the Waste Collection Improvement Plan, and the Organisational Development Unit review of the commercial waste function.

2.2       Members are also asked to note the processes and actions that have been implemented to improve call handling in relation to waste collection calls and the proposed future, enhanced and innovative approach to customer focus across the council.

2.3       As Members will be aware, it was previously agreed that future update reports would be provided on a three monthly basis. Given the positive impact interventions introduced to date have achieved to improve the performance of the Waste Collection Service, the Committee is asked to approve the recommendation that, future Waste Collection update reports be presented to Members on a six monthly basis.

3.0       Main report

            Key Issues

            Waste Collection Customer Call Handling and Management Interventions

3.1       The volume of waste collection calls directed into the Customer Contact Centre have returned to normal levels (approximately 11,000 calls per month) as a result of the management interventions and improved processes which have been implemented during the past fifteen months. 

3.2       Over the course of a full year the Council completed 8.5 million domestic waste collections. Of these collections, around 12,000 can be attributed to missed collections which were due to a number of reasons, including unpresented waste receptacles, restricted vehicle access, vehicle breakdowns and unforeseen circumstances such as snow and ice.

3.3       Management information reports continue to be generated, which enable targeted and timely operations to be carried out and proactively deal with service requests in relation to missed bins and missed assisted lifts.

            The production of comprehensive daily waste collection analysis reports by assistant managers and operational squads continue to provide accountability, improved communication and increased productivity, which supports prompt resolution of customer enquiries.

3.4       Resolving accessibility problems on some waste collection routes remains an issue. Given the access difficulties of certain locations it will take some time to achieve sustainable solutions.  Discussions are ongoing with the Transport NI Enforcement Team to explore viable possibilities which include installing double yellow lines, enforcement action and adjustments in collection times. Additionally, options in relation to using smaller RCVs on specific collection routes are being considered, as these vehicles have the ability to manoeuvre more easily on challenging routes, but this is dependent upon the  ...  view the full minutes text for item 9c

·         Alderman Tommy Patton Playing Field by Apprentice Boys on 22nd April, 2019;

·         Use of CS Lewis Square by Belfast Junior Orange County on 23rd April, 2019;

·         Use of Botanic Gardens – Grand Opera House.

            The Director Neighbourhood Services advised that requests had been received from a number of organisations seeking permission to use various Council parks and facilities. 

            The Director then provided an overview of each of the proposed events and following consideration, the Committee granted permission to:

·        the Apprentice Boys of Derry for its “Annual Easter Monday Demonstration” at Alderman Tommy Patton Playing Fields on Monday 22nd April, 2019;

·        the Belfast Junior Orange County for its “Annual Easter Tuesday Parade” at CS Lewis Square on Tuesday 23rd April, 2019; and

·        the Grand Opera House to enable it to hold a Family Festival on Saturday 25th and Sunday 26th July, 2020 at Botanic Gardens and also for a Big Top Circus event,  restricted to a maximum of 7- 8 days between 31st July – 16th August, 2020 (also at Botanic Gardens).

            The Committee agreed that all events would be subject to the completion of the appropriate Event Management Plans and satisfactory terms being agreed by the Strategic Director of City and Neighbourhood Services and on the condition that the Event Organisers:

·        resolve all operational issues to the Council’s satisfaction;

·        meet all statutory requirements including Public Liability Insurance cover, Health and Safety, and licensing responsibilities; and

·        consult with adjoining public bodies and local communities as necessary.

            Specifically in relation to the Grand Opera House Event, the organisers would be required to:

·        obtain the necessary permission for pyrotechnics;

·        obtain a sale of alcohol license;

·        enter into an appropriate legal agreement; and

·        process the timely payment of the agreed charges and bonds as required in the legal agreement.

            The Committee also granted authority to the Strategic Director of City and Neighbourhood Services to:

·        negotiate an appropriate fee for use of Botanic Gardens taking into account costs to the Council, minimising negative impact on the immediate area and taking into consideration the potential wider benefit to the City economy; and

·        to write to the promoters and advise that the Council reserves the right to introduce a ‘social clause’ into any future legal agreements at any time (subject to Council approval of such a policy).

            The Strategic Director of City and Neighbourhood Services explained the purpose of the Pride of Place competition, which recognised and celebrated community partnerships’ contribution to society. Entry was by Council nomination and the Council had supported the competition for over twelve years. The Council’s Community Service officers took the organisational lead in the selection and preparation of entrant groups.

            The Director reminded the Committee that, this year, the Council had nominated five groups, as follows:

·        Bloomfield Community Association – Urban Neighbourhood with population under 1,000;

·        Markets Development Association – Urban Neighbourhoods with population between 1,000 – 2,000;

·        Benview Community Centre – Urban Neighbourhoods with population over 2,000;

·        The Maureen Sheehan Centre – Community Wellbeing Initiative; and

·        The Three Faiths Initiative – Communities Reaching Out Initiative.

            Four of these had progressed to the judging stage in August, with Benview Community Centre subsequently having withdrawn from the process.  At the Gala Awards Ceremony held in Cork City Hall on 17th November, two of the Council nominees had been successful, the Markets Development Association were the overall winners in their category and Bloomfield Community Association were runners up in their category.

            The Director detailed that the nomination programme required a very quick turnaround between receipt of the nomination forms and return of the completed application to Co-operation Ireland, usually six weeks.  He also advised that the Council had been finding it increasingly difficult to source organisations willing to participate in the competition.  Given these difficulties, officers felt that it was an opportune time to develop a more robust process across a number of Council services. 

            The Committee noted that the process had yet to be developed but it was suggested that the selection criteria would entail a short expression of interest form to be completed by the nominated group, development discussions with the group and an assessment panel.

            The Committee approved the development of a new nomination and selection process for participation in the 2019 Pride of Place Competition and agreed that a report would be submitted to committee in due course which would detail the proposed options. 

            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 outline the multiagency arrangements in place to support rough sleepers and other vulnerable individuals over the winter period and to bring to Committee’s attention the Belfast Health and Social Care Trust’s intention to establish a homeless support hub in Belfast.

1.2       On 6th November, the NI Housing Executive undertook an annual overnight street count of people sleeping rough in Belfast. Sixteen people were encountered on the street between the hours of 2.00am and 5.00am. Street counts provide a snapshot of people who are bedded down or about to bed down on the night of a count.

1.3       All of the sixteen people encountered were known to services. One had their own home and of the remaining 15 people, all were either known by or engaged with staff conducting the street count with only two accepting an offer of temporary accommodation on the night.

1.4       Many of the people identified as chronically homeless, including people who sleep rough, are characterised by chaotic lifestyles and poor health and well-being.  It is typically difficult for these individuals to engage with services and they often decline offers of assistance.

2.0       Recommendations

2.1       Committee is asked to;

·        Note the existing services provided for homeless people and rough sleepers in the city and the additional arrangements in place to support these individuals during winter months, in the form of shelter and associated services.

3.0       Main report

            Key Issues

            Existing Services

3.1       Services either offered or funded by the NI Housing Executive within Belfast for tackling homelessness include:

Ø  The provision of day-time and night-time street outreach services;

Ø  A day centre that can provide support services for up to 100 vulnerable people;

Ø  The provision of 26 crash beds and a night time reception service;

Ø  A wet hostel for up to 23 people;

Ø  70 units of intensively managed emergency accommodation;

Ø  The provision of 11 direct access hostels comprising 348 units;

Ø  10 hostels of family accommodation with 237 units;

Ø  Almost 400 private let properties

            Winter Preparedness

3.2       The Housing Executive’s Supporting People team is taking a lead in winter preparedness for the homeless sector and has put in place the following arrangements:

Ø  Distribution of specific winter warmth packs for those on the streets through Council for the Homeless

Ø  Established communication networks with community and voluntary service providers (NIHE led) raising awareness of weather warnings and requesting preparedness

Ø  Enhanced outreach services if needed (with support from other frontline organisations including Council) to encourage those on the street to take shelter in the facilities provided.

Ø  Enhanced tolerance levels in crisis accommodation and hostel accommodation to ensure those with more challenging behaviours (who may have been excluded from hostels for past behaviour) have access to shelter during severe weather

Ø  Crisis accommodation (Annsgate, etc.) have the ability to provide temporary beds to provide shelter for  ...  view the full minutes text for item 9f

            The Committee was provided with a comprehensive overview of the ongoing work of Belfast City Council’s Youth Forum and the Children and Young People Unit’s ‘Ur City2’ fund, in particular it noted the main developments in relation to:

·        the Belfast Youth Forum recruitment and induction process;

·        the Elephant in the Room Project;

·        formalising youth participation structures; and

·        the Ur City 2 Fund. 

            The Committee agreed:

·        that Belfast Youth Forum members could present its mental health research report findings and recommendations to the January monthly People and Communities Committee meeting; and

·        to support NI Youth Forum’s funding application to Children in Need for an ‘Elephant in the Room’ project worker by acting as a referee in this process and committing £10,000 over the next three years to support this project.

            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 the Committee on the Motion that was brought to Council on 3rd September 2018 with regard to the Council’s approach to dealing with the control and removal of graffiti throughout the city.  The Motion was proposed by Councillor Boyle and seconded by Councillor Dudgeon called for as follows:

            ‘This Council recognises the damage caused by and unsightliness of the growing amount of graffiti within our City centre and our neighbourhoods, on our shutters, our walls, our doors, our utility boxes etc.

            As the Council has the power under Article 18 of the Local Government (Miscellaneous Provisions) (Northern Ireland) Order 1985 to remove or obliterate any graffiti which, in the opinion of Council, is detrimental to the amenity of any land in the district, pro-active policies and procedures for addressing the problem need to now be put in place, perhaps on the lines of those adopted in 2016 by Ards and North Down Borough Council. Accordingly, the Council agrees to allocate the necessary funding and resources, or the reprioritisation of existing resources, to tackle the environmental scourge of graffiti in the City.’

            (To be referred, without discussion, to the People and Communities Committee).

1.2       In taking into consideration the above motion, this report outlines:

                                             (i)        current operational practices;

                                            (ii)        research on approaches by other councils;

                                          (iii)        cost implications;

                                          (iv)        legal powers to deal with graffiti; and

                                            (v)        proposed future approach to deal with graffiti.

2.0       Recommendations

2.1       Members are asked to:

                                             (i)          Note the complex issues and significant costs associated with tackling graffiti removal across Belfast and the responsibilities of property and site owners to carryout maintenance at their own expense.

                                            (ii)          Approve the future approach, outlined in paragraph 3.20 of the report, to further progress the issue of graffiti removal, including:

·        re-engagement with external partners, statutory agencies and utility companies to raise the profile of problematic graffiti within their organisations, highlight their responsibilities in relation to graffiti removal on their properties and sites, and to agree actions for them to address the issue of graffiti, including site monitoring and graffiti reduction and removal programmes;

·        following engagement with statutory agencies and utility companies, officers within the enforcement team will undertake a proactive monitoring regime by identifying hotspot areas and engage with the respective statutory agencies and utility companies to achieve removal of the graffiti;

·        where appropriate, the use of FPNs and Defacement Removal Notices;

·        continued engagement with PBNI to further develop the existing MOU and support, where appropriate, the effective removal of non-contentious graffiti in all areas of the city;

·        develop a Graffiti Removal Policy; and

·        in response to reported contentious or offensive graffiti, Council will continue to obliterate this type of graffiti from private property following completion of the relevant declaimer form. 

                                          (iii)          Note that a progress report will be presented to Committee in approximately six months.

3.0       Main Report

            Key Issues

3.1       Graffiti continues  ...  view the full minutes text for item 9h

            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 the Final Stage on 15th March 2016 and received Royal Assent on 12th May 2016.  On commencement of this Act HMO regulation will transfer to local Councils.

1.2       The committee will recall an update paper presented at the meeting on 4th September 2018, and the papers of 10th April 2018 and 8th May 2018.

1.3       This paper provides a further update 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       Main report

            Key Issues

            Fees

3.1       During the summer of 2018, the three cluster lead Councils developed a fee calculator, which considered the costs of the new scheme transferring to the Councils, and the necessary fee that would be required to ensure the scheme could be administered at no cost to the councils.

            The fee calculator has subsequently been reviewed by external consultants.

3.2       The consultants, working closely with the finance teams in the Councils, concluded that, the assumptions underpinning the anticipated costs and income for the new scheme were reasonable, while the overriding premise is that the Councils’ delivery of the scheme would be cost neutral i.e. no public sector subvention required.

3.3       It is intended to bring a further report to the Committee regarding the fees once the Department of Communities (DfC) engagement (see below) has been completed and the feedback from stakeholders has been fully reviewed.

            DfC engagement

3.4       On 14th November 2018, the DfC launched a stakeholder engagement, which included the issuing of 2607 letters to landlords and agents registered under the current scheme, and the publication of the new scheme’s details on the DfC website.

3.5       The letter detailed that whilst the Houses in Multiple Occupation Act (Northern Ireland) 2016 has been granted Royal Assent and introduced into law, most of the Sections contained within have not yet been enacted.  This means the Act exists, but at this stage, in name only.  Following on from the introduction of the primary legislation, DfC officials have been working alongside Council and Housing Executive representatives, to prepare a significant programme of subordinate regulations and a landlords Code of Practice which will give effect to the HMO Act with the aim to introduce a new licensing scheme from 1st April 2019.  DfC are on track to meet the deadline for transferring the HMO function and introducing the licensing scheme for 01 April 2019.

3.6       The communications also provided additional information on the new HMO licensing scheme and included a copy of the draft HMO Regulations (Northern Ireland) 20XX, the Landlords Code of Practice and a Regulatory Impact Assessment.  The communications also outlined the new registration fees  ...  view the full minutes text for item 9i

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       Waste Management has continued to develop and refine the Council’s approach to the Circular Economy under the banner of ‘Resourceful Belfast’.  This has involved consideration of how the Council can use procurement and its contract base.  We are also considering the policy landscape that could be created and benchmarked against the actions of other cities. 

2.0       Recommendations

2.1       Members are requested to

·        note the contents of the report and approve holding a Members’ workshop in the New Year to report work to date and inform future steps.

3.0       Main report

            Background

3.1       Members will be aware that the results from the Waste Collections consultation exercise was presented to Committee last month, and briefings on these are being scheduled for January 2019.  These amount to a proposal to improve the quality of materials collected which can then be used locally for reprocessing and remanufacture.

3.2       In addition to the proposals around waste collections, which form part of the Council’s draft Waste Framework strategic framework, a further series of actions are being developed to improve the Council’s waste operations specifically around (i) waste infrastructure and treatment (ii) residents’ behaviour change and (iii) the use of ICT and other technologies and new equipment to support these changes.  The focus of the Framework is to effect a paradigm shift waste management in Belfast in order to add value to what is currently thrown away and, in the process, to create jobs in Northern Ireland.

3.3       To assist in this transition away from a treatment and disposal operation, Waste Management has been collaborating with other internal/external partners to develop Resourceful Belfast (a sister document to the Waste Framework) to articulate what these jobs may be, and in which sectors.  The aim of a Circular Economy is to minimise the extraction of natural resources through the reuse and recirculation of goods and materials in order to gain maximum value from them.  By extending a product’s life through repair/recirculation, a Circular Economy enhances ‘waste’ to being a material or commodity,while minimising the residues sent for disposal.  In such a way, the opportunities created are not just environmental, but economic and social and supports the Belfast Agenda.  This means the focus of Resourceful Belfast is not on managing waste, but on identifying the sectors/creation of jobs which could use the materials resulting from working higher up the waste hierarchy (see Diagram 1).  As this work is emerging in response to recent Circular Economy legislation, there are no ready-made templates or best practice within cities or regions which the Council can readily adopt so this is a discovery piece.  Like many proactive councils, Belfast has been collaborating and working with others to inform and develop its thinking and approach.

3.4       At the People & Communities Committee meeting in August 2016, Members approved formation of an Advisory Board to develop a Circular Economy (CE) strategy or framework.  That  ...  view the full minutes text for item 9j

            In accordance with the notice on the agenda, Councillor McReynolds raised safety concerns regarding the lack of a pedestrian crossing at the entrance to the Cherryvale Playing Fields and requested that the Committee write to the Department for Infrastructure requesting that, given that the last survey had been undertaken in 2017, it agree to undertake a resurvey of the crossing point. 

            With the permission of the Chairperson, Councillors Mullan and Boyle also addressed the Committee and reiterated the serious health and safety concerns in respect of the crossing point.  They highlighted that the volume of vehicle traffic and pedestrian footfall had both increased following the refurbishment of the pitches and that the pitches were now open until much later in the evening. 

            The Committee agreed to write to the Department for Infrastructure (DfI) highlighting the health and safety concerns of the Committee and requesting that it undertake a new survey of the pedestrian access at Cherryvale, given that the most recent survey had been carried out in 2017.

Councillor O’Donnell to raise:

“This Council is committed, through its Environmental Policy, to set a good example and contribute positively to protecting and improving the environment through promoting an environmentally responsible approach to using natural resources.

The Council recognises that more than a third of marine litter comes directly from the public and half the plastic we use is single use.  In an attempt to address this problem, the Council agrees to work collaboratively with the Harbour Commissioner’s Port of Belfast and the Rivers Agency in establishing and procuring Sea bins, to be placed strategically at points along the River Lagan and Belfast Lough. Each bin can capture three tons of litter a year and 70 per cent of each unit is made of recyclable plastic.  They use low energy motors and operate at an approximate cost of a pound a day.” 

            In accordance with notice on the agenda, Councillor O’Donnell raised the following matter:

“This Council is committed, through its Environmental Policy, to set a good example and contribute positively to protecting and improving the environment through             promoting an environmentally responsible approach to using natural resources.

The Council recognises that more than a third of marine litter comes directly from the public and half the plastic we use is single use.  In an attempt to address this problem, the Council agrees to work collaboratively with the Harbour Commissioner’s Port of Belfast and the Rivers Agency in establishing and procuring Sea bins, to be placed strategically at points along the River Lagan and Belfast Lough. Each bin can capture three tons of litter a year and 70 per cent of each unit is made of recyclable plastic.  They use low energy motors and operate at an approximate cost of a pound a day.”   

            The Committee agreed that a report would be submitted to a future meeting which would investigate the Council working collaboratively with the Harbour Commissioner’s Port of Belfast and the Rivers Agency to investigate the feasibility of procuring seabins to be placed strategically at points along the River Lagan and Belfast Lough.

Councillor Kyle to raise:

“This Council recognises the outstanding work of SOS NI and the SOS Bus over the past ten years.  They have created safe spaces on the streets of Belfast during weekend nights, caring for vulnerable individuals, often with complex needs, with teams of experienced and highly trained volunteers.

They provide crisis intervention, medical support, counselling, emotional care, a listening ear, signposting to statutory providers and transport to hospital, home or other places of safety.  It is not an exaggeration to say that many lives have been saved through their care and interventions.

The economic benefit they provide to the city is substantial by preventing harm to many vulnerable individuals but, like other third sector organisations, they face the challenge of financial sustainability.

Recognising the importance of the work they do, this Council, working with other statutory agencies, will consider how it can best support the future sustainability of this invaluable organisation.”

            In accordance with notice on the agenda and with the Permission of the Chairperson, Councillor Kyle raised:

“This Council recognises the outstanding work of SOS NI and the SOS Bus over the past ten years.  They have created safe spaces on the streets of Belfast during weekend nights, caring for vulnerable individuals, often with complex needs, with teams of experienced and highly trained volunteers.

They provide crisis intervention, medical support, counselling, emotional care, a listening ear, signposting to statutory providers and transport to hospital, home or other places of safety.  It is not an exaggeration to say that many lives have been saved through their care and interventions.

The economic benefit they provide to the City is substantial by preventing harm to many vulnerable individuals but, like other third sector organisations, they face the challenge of financial sustainability.

Recognising the importance of the work they do, this Council, working with other statutory agencies, will consider how it can best support the future sustainability of this invaluable organisation.”

            The Committee agreed that a report would be submitted to the January meeting of the People and Communities Committee which would give consideration as to how the Council might financially assist with the future sustainability of the SOS Bus.