Agenda and minutes

          An apology was reported from Councillor Beattie. 

            The minutes of the meeting of 14th January 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 February. 

            The Chairman welcomed Councillor Kennedy to his first meeting of the Committee.

            The Committee was advised that Ms. Shirley McCay, Head of Economic Initiatives and International Development, would be leaving the Council in March to take up the position of Director of Trade and Investment at the British Embassy in Dublin.

            On behalf of the Committee, the Chairman thanked Ms. McCay for her work with the Members during her time with the Council and wished her well in her future position.

            No declarations of interest were reported.

            The Committee agreed to receive, at its meeting scheduled for 18th March, a presentation from JPR Consulting in respect of proposals which had been formulated to establish an entertainment and gaming centre in the City.

            Pursuant to the decision of the Council of 6th January, the Committee considered the undernoted notice of motion which had been proposed by Councillor Attwood and seconded by Councillor McCarthy:

"This Council notes the International Relations Framework which aims to enhance Belfast internationally for trade, investment and study. The Council notes that, in 2008, the Organisation for Economic Co?operation and Development undertook an economic review of Belfast which recommended that, post the Review of Public Administration, if Belfast was to realise its true economic potential, there was an urgent need to establish a new delivery vehicle, known as the Belfast Investment Development Agency, which would focus on securing strategic investment, attracting inward investment and investment in the built environment and communication infrastructure. The Council agrees to pro-actively consider the establishment of an economic delivery vehicle similar to the Belfast Investment Development Agency."

            The Director reminded the Committee that the Council had, in 2013, commissioned a study entitled ‘Barriers to Investment’.  That study, which had been undertaken by Smith and Rooney Associates, had sought to identify factors which had hindered investment in the City.  He added that, at the Council’s ‘Future Cities’ seminar, which had taken place in May, 2013, the initial findings of the report had been presented.  One of the key suggestions which had arisen was that Belfast should establish a single point of contact for investors and, as such, preliminary discussions had examined the merits of whether such a role should be undertaken by an external or internal agency. 

            The Director indicated that Smith and Rooney Associates would be providing an update in respect of their original report at a breakfast meeting which would be hosted by the Lord Mayor on 26th February. He added that the Party Group Leaders, together with the Chairman and the Deputy Chairman, would be invited to attend the meeting.  Councillor Keenan, on behalf of Councillor Attwood, suggested that the scope of the notice of motion lay within the remit of the Strategic Policy Resources Committee. As such, it might be prudent to refer the matter to that Committee for its consideration.

            After discussion, the Committee agreed to defer consideration of the notice of motion until after the aforementioned meeting which would be hosted by the Lord Mayor on 26th February. It was noted that, if deemed appropriate, a meeting of the Strategic Policy and Resources, to which the Members of the Development Committees would be invited to attend, to consider the issue.

            The Committee received, from Mr. P. Minnis of Todd Architects, a presentation regarding the plans which had been formulated to extend the Waterfront Hall to incorporate a convention centre and conference facilities. Mr. Minnis gave an overview of the proposed plans, which would provide an additional 4,000 square metres of conference, exhibition and banqueting space. The new facility, he added, would cater for 750 delegates and would provide also five new breakout rooms, each with a capacity for 200 people.

            During discussion, Mr. Minnis clarified a number of Members’ queries. He confirmed that the plans would not impact on the existing public walkway which lay adjacent to the River Lagan. He outlined the energy efficiencies which would be incorporated within the design of the extension and indicated that the materials used would have a life expectancy of 50 years. 

            After further discussion, the Committee noted the information which had been provided and noted that additional updates would be provided in due course.

            Pursuant to its decision of 14th January, the Committee considered the undernoted report:

“1     Relevant Background Information

1.1    The Committee agreed that Deloitte present on their findings and recommendations for St George’s Market.

1.2    St. George’s Market provides a place to trade and grow for over 170 small businesses, including 6 shop units and a restaurant. It supports around 385 jobs and welcomes approximately 600,000 visitors each year. The total value to the Belfast economy is estimated to be approximately £15m p.a.

1.3    Deloitte was appointed to undertake a review of the market and develop options in relation to:

-       Marketing and branding of the market. Market facilities.

-       Achieving the right balance of categories of stalls/products.

-       The effect of the layout of stalls within the market and how the layout could be improved.

-       Associated operational issues and impacts.

1.5    Deloitte have completed their review, which involved:

-       significant desk based research;

-       two major workshops with approximately 120 traders plus three meetings with the Traders’ Committee and Council staff;

-       completion of approximately 485 questionnaires from shoppers and traders;

-       research into good practice at other markets including Leeds, Newcastle, Leicester, Bury, Spittal Fields and Borough; and

-       a special meeting with Development Committee Members on 8 October 2013.

1.6    Their research and analysis has revealed a number of conclusions with regard to how we could improve St George’s Market. The overall headline conclusions are that St George’s is an asset for Belfast that is successful and enjoyed by both locals and visitors. A view recently endorsed by the award of the title of ‘Best Large Indoor Market’ 2013 by NABMA. Therefore any improvements will be working from a strong starting position. Additionally, the market provides a good deal for traders but its potential is not fully realised.

2       Key Issues

2.1    A full copy of the report can be made available upon Members’ request.

2.2    Specific conclusions in the report include:

-       The customer base and operation of the market has evolved and is anticipated to develop further. This creates different pressures and requirements on the market staff.

-       A good market layout will encourage shoppers to spend longer in the market and to buy more. Factors contributing to a good layout include:

o   Creating zones of certain types of products.

o   Colours or names for different areas of the market and clearly defined aisles should be employed to help shoppers find their way around the market.

o   There should be reserved space for leisure, entertainment, demonstrations, and hospitality type activities.

o   External space (such as stalls on the pavement) can be used to draw attention to the main market. There is scope to develop the space around the market.

-       Shoppers value the quality and variety of food and the recreational and atmospheric elements of the market. This is different to what Traders supposed as they believed shoppers valued price as the most important aspect and hence that market improvements should focus on signage and  ...  view the full minutes text for item 8.

            The Committee was advised that the Lord Mayor would be undertaking a visit to New York and Boston between 19th and 25th March which would seek to enhance trade links between North America and Belfast.  The Director indicated that the visit would present an opportunity to promote the key findings of the Council’s International Development Framework and enhance Belfast’s reputation as a destination for inward investment. He outlined the principal aspects of the visit, the itinerary for which would include:

·        a meeting with Mr. Thomas P. Di Napoli, New York State Comptroller;

·        a meeting with Boston business leaders at an event hosted by Invest NI; and

·        a meeting with the American Ireland Partnership Board. 

            The Director outlined also the range of key political and business leaders who would host meetings with the Lord Mayor.   Accordingly, he recommended that that the Committee authorise the attendance of an officer on the visit to provide administrative support for the Lord Mayor. It was noted that the Lord Mayor would undertake the visit at no cost to the Council.

            The Committee agreed that the Director (or his nominee) be authorised to accompany the Lord Mayor on the North American visit at a cost not to exceed £2,500.

            The Committee was advised that a request had been received from Ms. J. Morrice, one of Northern Ireland’s representatives on the European Economic and Social Committee, seeking permission to host a meeting of that body in the City Hall on 3rd and 4th April.  The Director outlined the benefits which the City would accrue in hosting the event and outlined the range of international delegates who would be attending the meeting.  He gave an overview of the networking opportunities which would be afforded and reported that the costs associated with providing hospitality for the delegates would be £700.

            After discussion, the Committee agreed to recommend to the Director of Property and Projects, under the authority delegated to him, that the City Hall be made available for the hosting of the meeting and authorised expenditure in the sum of £700 towards the provision of hospitality. 

            The Committee considered the undernoted report:

“1       Relevant Background Information

1.1     As Members will be aware, the Council’s Cultural Framework for Belfast 2012–15 was agreed at September Development Committee and published in October 2012.

1.2     By 2020, everyone in Belfast experiences and is inspired by our city’s diverse and distinctive culture and arts. Arts and heritage are valued for enriching quality of life and creating wealth, and the city’s culture and creativity is renowned throughout the world. 

1.3     On 20 June 2013, the Committee agreed to launch a new “Flagship Fund” for arts and heritage projects called the Creative and Cultural Belfast (CCB) fund. Its purpose is to challenge social exclusion. Proposals must demonstrate how they support the objectives of the funding scheme: namely projects must support the Cultural Framework’s Distinctly Belfast and Inspiring communities themes and be:

·           cross-community

·           cross-city

·           delivered in partnership between cultural and community organisations

·           benefit hard-to-reach areas and communities.  

1.3     Budget

          £150,000 has been ring-fenced for the Flagship Fund in the 2013/14 Department budget, with the same level of support projected for 2014/15 and 2015/16 subject to approval of draft budget estimates. The Arts Council of Northern Ireland (ACNI) agreed to provide match funding of £450,000, bringing the total available budget for the CCB fund to £900,000.

1.5     Grants will be administered in two bands:

1.     Standard grants of up to £95,000. Three grants will be awarded in 2013/14. Projects can run for up to a maximum of 18 months. Applications for standard grants are likely to open again in April 2015; and

2.     Exceptional grant of up to £300,000. Only one grant in this band will be awarded. Projects must run for a minimum of 18 months and finish no later than 31 March 2017.

1.6     Criteria for decision-making

          Interested organisations were required to submit an expression of interest to the Tourism, Culture and Arts (TCA) Unit. TCA officers determined whether the project proposal was likely to meet basic eligibility criteria and be a good fit with the objectives of the funding scheme. Applicants were then issued with an application form.

1.7     Completed application forms were then assessed in three stages.

1.     Eligibility check. Applications were checked against the basic eligibility criteria.  

2.     Risk assessment. Officers carried out a risk assessment to determine whether the proposal was realistic and achievable.

3.     Scoring criteria. Officers then scored applications against the following criteria:

1.       Fit with the objectives of the fund

2.       Effective project management

3.       Value for money  

2        Key Issues

2.1     Applications received

          The CCB fund opened on 6 September 2013. It was widely advertised in local newspapers, via the TCA Unit and Community Services mailing lists, on the Council website and on partner websites, such as ACNI and Community Arts Partnership (CAP).  Representatives from 61 cultural and community organisations attended an information session in City Hall on 30 September. Officers from the TCA Unit also provided one-to-one advice sessions to 19 organisations seeking further guidance and support. 

2.2     Twenty-six expressions of interest were received,  ...  view the full minutes text for item 8c

            The Committee deferred, until its meeting on 18th March, consideration of the above-mentioned item to enable further information in respect of the proposed costs to be obtained.

The Committee considered the undernoted report:

“1       Relevant Background Information

1.1      The Game of Thrones (GoT) is a major worldwide production by HBO which is broadcast in 74 countries worldwide. It has been a global phenomenon in terms of its success and the huge following that the show has garnered. Game of Thrones is shot on location in across Northern Ireland with Titanic Studios in Belfast being one of the key locations. The show is estimated to have generated in excess of £65M for the local economy and the tourism sector is now beginning to recognise and capitalise on the global appeal of the show. The show has the ability to reposition Belfast and NI as a cutting edge destination and has been identified as a key motivator by Tourism Ireland in its forthcoming marketing campaigns.

1.2      In the US, the most recent series of the show averaged 14.2M viewers per episode, with over 4.4M tuning into the new season on Sky Atlantic in the UK. Viewing figures do not encompass the reach of the show as the boxset and online viewing figures are hard to attain. The boxset for season two is the fastest selling boxset HBO has released and sold 241k unit on the first day of release in the US. HBO is a global company with over 10.6M Facebook followers and over 8.6M followers of the specific Game of Thrones Facebook page.

1.3      The Game of Thrones offers the opportunity to highlight the tourism offer associated with the show and to build new tourism products and experiences based on the show’s locations and association with NI. However, the show also offers a platform to showcase the creative industries in Northern Ireland and the craft and workmanship of the Belfast cast and crew involved in the production.

1.4      The show enables the Belfast and NI tourism sector to reach new demographics and provides as truly global showcase through the association with HBO.

1.5      In 2013, Belfast hosted the HBO curated Game of Thrones exhibition at Titanic Belfast. The exhibition attracted almost 19k visitors. Over 12,500 tickets were distributed in advance of the show with over 30% of those being distributed out of state. The exhibition attracted significant press interest in the local market and NITB hosted a press trip of 22 international journalists including journalists from the New York Times, the Guardian, The Telegraph, Radio Times, Huffington Post and Paris Match. The exhibition was supported with a comprehensive NI and ROI marketing campaign and international competitions facilitated by HBO, TIL and NITB.

2         Key Issues

2.1      The proposal seeking approval will bring the HBO curated Game of Thrones exhibition back to Belfast in June 2014 in partnership with NITB, Northern Ireland Screen and Belfast City Council. The exhibition is significantly bigger than last year and will feature new interactive elements. NITB have committed to support the exhibition with a PR and Marketing campaign which will link into any campaigns that BCC wish to run. There are  ...  view the full minutes text for item 9.

            (Mr. G. Copeland, Events Manager, attended in connection with this item.)

            The Committee agreed that the following events would, subject to the securing of rights, be broadcast on the screen in the City Hall gardens during 2014/2015, viz., international football games; Ulster and international rugby games; Ulster and all-Ireland Gaelic games; Wimbledon men’s and women’s finals; and 2014 World Cup games.  The Committee endorsed also the undernoted programme of events for the year 2014/2015:

            The Committee considered the undernoted report:

“1       Relevant Background Information

1.1      An approach has been made to Council, via the Lord Mayor’s office, to consider an opportunity that has emerged to host an exhibition from the internationally renowned Bolshoi’s collection of costumes. This will be a first of its kind with no substantial tour of this material outside Russia to date. The closest comparison has been a select exhibition of designs and other associated artefacts in some of Europe’s leading cultural venues and capitals including La Scala, Milan. Due to a series of local connections this unique opportunity has been presented to Belfast. UK-Russia Year of Culture has helped leverage the necessary funding from the Russian government to cover the high insurance costs to support this first ever exhibition of original costumes.

1.2      Cultural Framework

           The vision for our Cultural Framework is that

           ‘By 2020, everyone in Belfast experiences and is inspired by our city’s diverse and distinctive culture and arts. Arts and heritage are valued for enriching quality of life and creating wealth, and the city’s culture and creativity is renowned throughout the world.’

1.3      In support of this vision in 2012-13 Belfast City Council’s Tourism, Culture and Arts Unit invested just over £1.4m to support arts activity.  The majority of this funding was distributed through the Annual and Multi annual Funding schemes which gave core support to 53 local arts organisations and in addition there were three other grant schemes.  In addition a £900,000 flagship fund was launched to challenge social exclusion.

1.4      Another essential element of the Cultural Framework for Belfast is to attract authentic world class cultural experiences that have the potential to provide people in Belfast with an opportunity to access international arts as well as attracting visitors to the city.

1.5      Bolshoi history

           Founded in 1776, the Bolshoi is perhaps the world’s most renowned ballet company and distinguished opera producer. Bolshoi is associated with many of the world’s leading ballets including famously premiering Swan Lake in 1877. This collection of costumes will help build Belfast’s reputation as host city for leading international exhibitions.

1.6      2014 UK Russia year

           2014 is the UK-Russia Year of Culture supported by the Russian Department of Foreign Affairs and the British Council. As part of this connection there is a major programme of events and corresponding series of cultural showcases. In the UK Belfast would host the only flagship event outside of the Greater London area. This cultural event would create a critical platform to develop commercial and business relationships between Russia and Belfast.  In support of this exhibition the Russian government will contribute up to £250,000 to cover transport, insurance, staff and other associated costs.

2         Key Issues

2.1      This exhibition has the potential to attract over 30,000 people including up to 50% being out of state visitors. A full exhibition and engagement programme would take place in Belfast from July to September 2014. Potential venues for the exhibition include Titanic Belfast with a wider accompanying programme  ...  view the full minutes text for item 11.

            The Committee considered the undernoted report:

“1       Relevant Background Information

           Belfast Festival @ Queen’s is an established event in the cultural landscape of the City, 2013 was the 51^st annual festival. The vision for the festival is:

           ‘to provide the best total arts experience in Ireland, portray a positive image of Belfast and act as a catalyst for creative initiative’. 

           The Festival receives £39,000 per year for 3 years (2012 - 2015) via Council’s Core Multi-annual Funding programme.  This is delivered through the Tourism Culture and Arts Unit.  This is supplemented by additional funding from the Parks Department for delivery of events in Botanic Gardens.

           The festival is aligned with Belfast City Council’s Cultural Framework; The vision for the Cultural Framework is that:

           ‘By 2020, everyone in Belfast experiences and is inspired by our city’s diverse and distinctive culture and arts. Arts and heritage are valued for enriching quality of life and creating wealth, and the city’s culture and creativity is renowned throughout the world.’

           In support of this vision in 2012-13 Belfast City Council’s Tourism, Culture and Arts Unit invested just over £1.4m to support arts activity.  The majority of this funding was distributed through the Annual and Multi-annual Funding schemes which gave core support to 53 local arts organisations and in addition, there were three other grant schemes. 

           Belfast Festival @ Queen’s is committed to delivering a positive international cultural profile for Belfast.  There is strong evidence that they wish to connect with the distinctiveness of the City and this is apparent within their previous programme. 

           In total during the 2013 festival 45,924 tickets were distributed.  A total of 28,685 tickets were made available to City residents free-of-charge across 14 events.   Innovative programming included ‘Wish’ in 2013 which was visible from the air flying into Belfast City Airport.

           Belfast Festival @ Queen’s is a strong brand in the annual International marketing efforts of Tourism Ireland and Visit Belfast to encourage visitors into the City.  The potential is for the festival to have a similar profile to the key festivals in Edinburgh, Dublin, and Manchester.  This is an important element in any City’s brand proposition. 

2         Key Issues

           In 2014 Belfast Festival @ Queens has had a major reduction in funding, in the main from its core Sponsor, Ulster’ Bank. The reduction from Ulster Bank equates to a £212,500 shortfall from private sector sponsorship.  This has created a pressure on finances for the 2014 festival. The festival hosted a meeting of key stakeholders on Friday 14 February to discuss how the funding shortfall can be addressed.   2013-14 funding and projected funding for 2014-15 is as in the table below;

           In terms of the Council’s core funding, £39,000 is exactly the same amount of funding granted to comparable festivals such as Cathedral Quarter Arts Festival  ...  view the full minutes text for item 12.

            (The Chairman, Councillor Hargey, declared an interest in this matter in that she was related to the Council’s Young People Co-ordinator.)

            The Committee considered a report which provided an update on the initiatives which had been delivered as part of the Council’s objective of delivering priority services to children and young people. The Director outlined the principal aspects of the report and pointed out how the scope and membership of the next Youth Forum, for which recruitment would commence in June, 2014, would be enhanced to take into account the new Council boundaries.

Noted.

            The Committee noted the contents of a report which provided an update on the Council’s role in providing Generalist Advice services across the City.

            The Committee was reminded that the Council had, in 2004, instigated the Revenue Grant for Community Buildings scheme.  As part of that scheme, the Council had granted funding to community groups to assist them in the running and maintenance of their facilities with priority being afforded to groups which operated within areas of greatest social need.  The Director reminded the Committee that preference was given to neighbourhood groups which could demonstrate a broad based programme of activity. He added that the scheme was open only to applications from new groups which had acquired their building since the last open call, which had taken place in 2010.

            The Committee was advised that nine applications for funding had been received by the closing date of 6th December, 2013, three of which had been deemed ineligible since the groups were in receipt of either revenue funding or a capacity building grant.  The Director outlined the methodology which had been used as part of the assessment of the applications and indicated that, after evaluation, only one group, viz., the Roma Community Association Northern Ireland, had met with the criteria and had been deemed eligible for assistance. He pointed out also that those applicants whom had been rejected had been offered the right to appeal the Council’s decision.

             Accordingly, the Committee agreed to adopt the recommendation as set out hereunder and noted also the applications which had been deemed unsuccessful, together with the reasons as outlined:

Recommended

Not Recommended

            The Director informed the Committee that a request for financial assistance had been received from Development Trusts Northern Ireland to assist with the costs associated in the hosting of its 2014 conference. He outlined the principal aims of the organisation, which was led by community enterprise practitioners and which sought to assist in the development of local trusts which would empower communities to develop projects and promote sustainability.

            He reported that the organisation would be hosting its annual conference on 18th and 19th June, which would be entitled ‘The NI Conversation 14: Making Local Work (Government Reform, Community Ownership and Community Enterprise)’.  He outlined the programme for the conference and indicated that its scope would be far-reaching and would address concepts such as urban and neighbourhood planning, social finance and investment and would showcase examples of best practice in community enterprise initiatives. He gave an overview of the range of bodies, agencies and speakers who would be partaking in the event and the potential benefits which the Council would accrue should it agree to provide sponsorship. He added that the subjects for discussion at the event would be pertinent to economic and community development in Belfast and would complement the Council’s aims and objectives as set out in within the Investment Programme.

            The Committee agreed to provide funding in the sum of £5,000 for the event.

            The Director reminded the Committee that, at its meeting on 20th April, 2009, it had agreed to renew the lease of the Grosvenor Recreation Centre to the Roden Street Community Development Group for a period of five years.  He reported that that Group had been successful in its management of the Centre and had worked in partnership with the Council, local community organisations and a range of statutory agencies to enhance the facilities.

            The Director indicated that, as contained within the terms of the agreement, the Group had sought permission to extend its lease of the facility for a period of 10 years, to be effective from 1st April, 2014.  Any extension, he added, would be subject to the drawing up of a revised agreement by the Council’s Property and Projects Department and to the drafting of an appropriate legal agreement by the Town Solicitor.

            The Committee agreed to recommend to the Strategic Policy and Resources Committee that, under Standing Order 60, it would accede to the request to extend the lease at the Grosvenor Recreation Centre, subject to the stipulations as outlined.

            It was noted that any plans to re-develop the facility, which would be formulated by theRoden Street Community Development Group, in conjunction with any statutory agencies, would be presented to the Committee for its prior consideration.

The Committee considered a draft response to the above-mentioned consultation exercise, a full copy of which was made available on the mod.gov website. The Director reported that the aim of the consultation was to make recommendations to the Assembly’s Culture, Arts and Leisure Committee which would improve policies, delivery mechanisms and collaboration amongst stakeholders to promote social inclusion in the arts in working class communities. He outlined the terms of reference of the study and indicated that it had sought to examine the degree of social inclusion in the arts in Northern Ireland, focusing particularly on engagement in areas of high deprivation.

            The Committee endorsed the draft response, subject to the inclusion of the undernoted comments:

·        that steps should be taken to acknowledge and build on the work of voluntary and community-based arts, cultural and musical organisations which operated at a localised level in Belfast;

·        that measures be implemented and supported at a localised level to promote indigenous culture; and

·        that arts and culture be promoted by statutory bodies and agencies on an equitable basis across all working class areas of the City.

            The Director provided an overview of the performance figures for both the Waterfront and Ulster Halls for the period from 1st April till 31st December, 2013.  He outlined the programme of events which had been staged at both venues during that period and provided figures in respect of the income derived through conference and box office sales.

            The Director indicated that the performance figures for both the Waterfront and Ulster Halls had been encouraging.  He pointed out that, whilst actual bookings of the venues had shown an increase, tickets sales had been slightly lower than anticipated and this had impacted on the Council’s overall income. However, the gross turnover at both venues had increased by 5% when compared to the same period in 2012. He indicated that the actual operating expenditure was slightly higher than the estimated figure which, he pointed out, had been due in part to greater than anticipated utility charges. In addition, this had been due to the enhanced marketing and promotion of the new conference and exhibition facilities at the Waterfront Hall, which would be opened in 2016.

Noted.

            The Committee considered a scale of charges for Markets, the Belfast Waterfront Hall, the Ulster Halls and Community Centres for 2014/2015. The Director outlined the principal aspects of the scale of charges and indicated that it was proposed that there would be no increase in the charges at the Belfast Waterfront Hall, the Ulster Hall and the Council’s Community Centres in 2014/2015.

            In respect of the St. George’s Market, the Director pointed out that the stall hire fees had remained unchanged since 2011/2012. He reminded the Members that the Council had agreed, in light of the difficult economic conditions, not to increase the stall hire fees in the 2012/2013 and in the 2013/2014 financial years. He recommended that the Committee agree to increase the hire fees for stalls at the market by £1.00, from £13.00 to £14.00, for 2014/2015 from 1st April, 2014. 

Moved by Councillor Garrett,

Seconded by Councillor Mac Giolla Mh?n,

      That the Committee agrees that no increase be made to the hire costs at the Belfast Waterfront Hall, the Ulster Hall and the Council’s Community Centres and defers consideration of the proposed increase in stall hire charges at the St. George’s Market until the findings of the strategic review of the facility had been implemented.

            On a vote by show of hands five Members voted for the proposal and six against and it was declared lost.

            Accordingly, the Committee adopted the recommendations as outlined by the Director.

            The Committee noted the contents of a Quarterly Finance Report which indicated that there would be an estimated £20,000 departmental underspend at the end of financial year-end.

(Mr. C. Campbell, Principal Solicitor, attended in connection with this item.)

The Committee considered the undernoted report:

1.1      A number of procurement exercises are ongoing in relation to provision of external services for both Waterfront and Ulster Halls.

·               Cleaning Services Contract Waterfront (T1281)

·               Catering and Bar provision Ulster Hall (T1340)

·               Event Cleaning Services Ulster Hall 

2         Key Issues

2.1      Cleaning Services Contract Waterfront

           In relation to this contract, Members will recall that, at its meeting of 9 April 2013, in order to accommodate the extended timeframe for an OJEU tender, approval was given to extend the current contract, held since 2008 by Totalis, to February 2014.

2.2      The initial stage of the procurement process drew an unprecedented interest on both a local and national scale. On the advice of Legal Services, the Procurement Unit made a number of requests for further detailed information through the e-sourcing portal in order to provide a high level of assurance on decisions made at the pre-qualification stage and with a view to avoiding any potential challenge from an unsuccessful applicant.

2.3      These additional assurance steps have resulted in an unavoidable over run of 3 months for the procurement process. As a result Legal Services have advised that the current contract be extended until 30 June 2014.  Standing Order 62(a) of the Council allows for derogation from the normal procedures on Contracts on the recommendation of a Chief Officer where the exception is justified in special circumstances, such as this.

2.4      Catering and Bar provision Ulster Hall (T1340)

           The committee will be familiar with the existence of a concession services contract held at The Ulster Hall by Shine Productions Ltd for the period March 2009-March 2014 and with the re-tendering exercise authorised at the Development Committee meeting of 22 October 2013. 

2.5      As a result of issues, and queries raised, of a legal nature, during the tender process we have been advised by Legal Services and Procurement that the preferable course of action is to suspend the current procurement exercise.

2.6      To re-tender the contract with a revised specification, that resolves the issues, Legal Services have advised that the current contract with Shine Production Ltd be extended for 6 months to 31 August 2014.  Standing Order 62(a) of the Council allows for derogation from the normal procedures on Contracts on the recommendation of a Chief Officer where the exception is justified in special circumstances, such as this.

2.7      Event Cleaning Services Ulster Hall 

           The extensive cleaning requirements associated with large scale events are currently met by an external contractor who supplies staff at an appropriate volume, as and when required, in line with the events programme for the building. 

2.8      Since 2008 the contract for the external service has been let 3 times and on varying value scales: initially as a tender and twice as a quotation with the current contract being held by OCS on a  maximum value of up to £30,000 and a  period of one year.

2.9      In evaluating the current  ...  view the full minutes text for item 13d