Agenda and minutes

            Apologies for inability to attend were reported from the High Sheriff (Councillor McKenzie) and Councillor McClenaghan.

            The minutes of the meeting of 13th 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 1st April.  In addition, the Council had agreed, during discussion of the minute under the heading “Grove Wellbeing Centre – Staffing Structure”, that the gym at the Grove Leisure Centre remain in operation until the new gym opens at the Grove Wellbeing Centre.

            The Committee was reminded that, at its meeting on 13th March, it had agreed to receive a presentation from representatives of the North Belfast Play Forum in relation to a request for financial assistance.  Accordingly, it was reported that Messrs. D. O’Connor and B. Wylie were in attendance and they were admitted to the meeting and welcomed by the Chairman.

            Mr. O’Connor advised the Committee that the North Belfast Play Forum had been established during 1995 in order to address the lack of youth provision within the North Belfast area and to develop sport within that community.  The Forum operated the Waterworks Multi-Sports Facility which had proven to be the most successful community sports project throughout the Province.  He pointed out that the Forum was requesting that the Council provide funding in the sum of £63,673 for a three-year period in order to sustain a Facility Co-ordinator post which would be based at the Waterworks facility.  In addition, the funding would be utilised to enhance the Forum’s role in developing sporting opportunities throughout the City.

            Mr. Wylie outlined the various activities in which the organisation was involved currently, including coaching centres, midnight soccer schools, crime diversion programmes and learning disability initiatives.  In conclusion, he outlined the impact which the North Belfast Play Forum had had on the community and pointed out that the organisation had been successful in obtaining from various bodies funding in the sum of £500,000 during the previous two years.

            The Chairman thanked the representatives for their attendance and they retired from the meeting.

            The Director pointed out that, while funding in the sum of £63,673 had been requested over a three-year period, financial support for one year only had been allocated within 2008/2009 Revenue Budgets to support the post. 

            Accordingly, the Committee agreed to:

(i)      offer funding for the 2008/2009 financial year;

(ii)     the development of a policy in relation to the funding of posts within community-managed facilities; and

(iii)    advise the North Belfast Play Forum that the Committee would consider providing additional funding in the remaining two years subsequent to the development of the above-mentioned policy.

            The Committee agreed that a special meeting, to which all Members of the Council would be invited, be held to consider the business plan which had been prepared by Drivers Jonas Consultants in relation to the development of the Belfast Multi-Purpose Sports Stadium.

            The Committee considered the undernoted report:

“Relevant Background Information

      In 2003/04 the Council approved a suite of decisions referred to as the Strategic Review of Council Owned Indoor Leisure Facilities.  As the title suggests, this review was largely restricted to a review of current and planned leisure centre facilities.

Key Issues

      Members will be aware that there is now a need to develop a strategy for leisure which is outcome focussed, takes into account other provision in the City, reflects best practice and allows for future decisions on Council provisions for Leisure.

            Since the 2003/04 review a number of key actions have taken place, not least of which has been the formation of the new Parks and Leisure Department.

      Some Leisure Centres have closed or transferred to community management and some new facilities have been constructed.  In addition a number of other key actions have been implemented including the following examples:

·         Opening Hours have been reviewed to include early morning opening

·         All fitness suites have been refurbished and new equipment purchased

·         A substantial Building Upgrade Programme has been completed

·         Admission charging has been radically reviewed and the new Boost leisure card introduced

·         The activity programme available at leisure centres has been reviewed and upgraded to offer many more classes and activities

·         Sports Development opportunities have been substantially increased

·         Access to external funding opportunities has also improved

      In light of this and to ensure that leisure services continues to improve, it is proposed to develop a leisure strategy over the coming year.

      In developing strategic options it will be necessary to explore areas such as:

·         what leisure outcomes are required;

·         what is the current and future need;

·         what existing or proposed leisure services are there in the City;

·         synergy opportunities with Parks, other Council services and partner organisations;

·         the optimum use of required resources;

·         how services may be improved;

·         how services may best be delivered; and

·         how services may be developed in future.

      Such a comprehensive review will require substantial consultation and benchmarking of best practice.  It is envisaged that Members will have a leading role at all stages in development of leisure strategy.

      In terms of a potential timeframe for the project, the following is offered as an initial guide for Members:

·         May – July…consultants appointed

·         Project initiated in August 2008

·         Interim report to Members in December 2008

·         Final report to Members March 2009

Resource Implications

      Financial

      It is envisaged that a comprehensive review of leisure services would cost in the region of £80,000.  This expenditure is available from within approved Parks & Leisure revenue budgets.  Tenders will be evaluated on the basis of:

·         methodology;

·         overall cost;

·         experience of the team of similar projects;

·         ability to meet timescales; and

·         environmental impact/management.

      Human Resources

      Officer time associated with a strategic review of Leisure Services will be met from within existing resources.

Recommendations

      It is recommended that Members approve:

1.   The development of a comprehensive strategy for leisure;

2.   The appointment of consultancy support for the project through the tender process in  ...  view the full minutes text for item 5.

            The Committee considered the undernoted report:

“Relevant Background Information

      Construction began at Grove Wellbeing Centre on 29th August 2005 and in line with a projected 24 month build programme, the original completion date was identified as 29th August 2007.

At the Community and Leisure Services Sub Committee of 3rd April 2007, Members were advised that the target completion date for construction of the project was 12th November 2007 however, due to the necessity to incorporate landscape works within the project to the value of £1,064,400 associated with funding received from Belfast Regeneration Office, the construction completion date had to be adjusted and the earliest completion date was projected as 4th February 2008.

      The building was actually handed over from the contractor to the Council on Friday 21st March and Members were advised at the Parks and Leisure meeting on 11th October 2007 that a period of approximately 2 months would be required to enable the commissioning of plant, service testing, staff training and familiarisation, before the new facility becomes available for public use and fully operational.

      At the Parks and Leisure Committee on 14th February 2008 Members agreed to refer to the Council at its meeting on 3rd March the question of the closure of the Grove Leisure Centre.  The Committee also agreed that, in the event of the closure of the Centre, there should be a seamless transfer of operations from the Grove Leisure Centre to other Council facilities and agreed to the allocation of the necessary resources and to the restriction of the use of the Grove Leisure Centre during that period to clubs only.

      At the monthly meeting of Belfast City Council on Monday 3rd March 2008, the decision was taken to close the Grove Leisure Centre and examine uses for the site which would maximise benefits to the area.

      At the monthly meeting of Belfast City Council on Tuesday 1st April, the decision was taken to keep the fitness suite at Grove open to the public.  Officers will update Committee on 10th April on the arrangements that have been made.

Key Issues

      Key issues during the next 2 months;

1)   In order to achieve the objective of a seamless transfer for clubs it is necessary to provide adequate staffing levels at the existing site until the new facility opens.  Designations affected by this decision include, receptionists, leisure attendants, swim teachers, cleaners and staff involved in duty management and all affected designations have the opportunity to work at both sites. Staff will remain onsite in the Grove Leisure Centre on a rotating basis and will ensure the safety of the clubs and groups as well as assisting with the closing down of the old centre.

2)   This 2 month pre-opening is necessary to complete all the work on the snagging list and for the delivery and installation of equipment and also to facilitate training, both BCC site specific training and joint training with the BHSCT & BELB as well as operations testing prior to opening.  ...  view the full minutes text for item 6.

            The Committee was reminded that, at its meeting on 13th March, it had agreed to defer consideration of a report in relation to Franchise Catering at the Council’s Leisure Centres to enable a legal opinion to be obtained from the Director of Legal Services regarding the cessation of a current procurement exercise which was designed to offer franchise catering on a service-wide basis.

            The Director of Parks and Leisure reported that the legal opinion had confirmed that clause 18 of the advertised procurement terms had stated that “the Council reserves the right not to award a contract to any tenderer under this process” and it was evident that the Council could stop the current procurement process.  Accordingly, he recommended that the procurement process be terminated and that instead all Leisure Centre Franchise Catering Contracts be let on a site-by-site basis as and when contracts became available or expired.

            The Committee adopted the recommendation.

            The Committee was reminded that the former Community and Leisure Services Sub-Committee, at its meeting on 9th May, 2006, had received a presentation from representatives of the Templemore Users’ Trust, which had provided an update on the potential restoration project proposed for the Templemore Avenue Baths.  At that meeting, the Sub-Committee had agreed, in principle, to support the Templemore Avenue Baths Conservation Plan and had noted that a further report, detailing the costs which the Council might incur from supporting the Plan, would be submitted to a future meeting.

            The Director pointed out that the Templemore Users’ Trust held currently a 25?year lease in relation to the property which was due to expire during 2019.  In addition, a Facility Management Agreement, which had been agreed between the Council and the Trust during 2003, required the Council to provide an annual Revenue and Maintenance Grant and to meet the costs of utilities and insurance.  The existing five-year financial support arrangement between the Council and the Trust had expired on 31st March and, apart from the lease, no formal written Agreement had been developed in respect of ongoing financial support.  The Director explained that, should the Committee be minded to approve the continuation of the arrangement, it was proposed that it be extended to cover the financial period 2008/2009 only and that a formal Facility Management Agreement be drawn-up between the Council and the Trust to enable the Committee to consider a longer-term arrangement. 

            The Director recommended that the Committee agree that the current financial support arrangements in the sum of £132,600 be extended to cover the financial year 2008/2009 and that a formal Facility Management Agreement be drawn?up between the Council and Templemore Users’ Trust.

            The Committee adopted the recommendation and agreed to receive at a future meeting a presentation from representatives of the Trust in relation to the progress achieved in connection with the Templemore Avenue Baths Conservation Plan.

            The Committee considered the undernoted report:

“Relevant Background Information

      Sport Belfast is a partnership organisation established in 1999 with the key objective of promoting sport and physical activity within the city of Belfast.  A number of key partner organisations make up this group including Belfast City Council, Sport NI, Queens University Belfast, Belfast Education and Library Board, Belfast Community Sports Development Network, Coaching NI and WISPA.

      Over the past number of years the partnership has been building the development of a citywide Physical Activity & Sports Development Strategy for the City and in 2006 Members of the Belfast City Council offered its support to the principles contained within the strategy.

      The strategy encourages a close working relationship between all of the partner organisations towards the common goals of promotion of physical activity and development of sport.  The partnership will ensure that this is achieved in a planned and coordinated way within available resources, targeted for optimum benefit to the citizens of Belfast.

      Over this past year, the various Sport Belfast partner organisations have been working together to develop actions plans under the seven key initiatives contained within the strategy and these initiatives are:

1.   Targeting schools and 3rd level institutions for promotion of physical activity and sports development

2.   Building sustainable club and community sports development

3.   Raising the profile of sport and physical activity in the City

4.   Promotion of health and physical activity

5.   Developing coaches and volunteers

6.   Supporting leisure centres in working with communities to develop physical activity and sports development programmes

7.   Developing pathways to improved performance

      The aims of the strategy are obviously very closely aligned to those of the Council in promoting the health and wellbeing of the citizens of the city and the strategy also reflects wider compliance with for example the draft Northern Ireland Strategy for the Development of Sport and Physical Recreation.

      The Strategy has also supported our bid to the Big Lottery’s ‘Live & Learn’ fund which potentially could result in an award of £1m to the Council for the promotion of physical activity within local communities.  The Council has been successful at stage one of this bidding process and our stage two application will be submitted by September 2008.

Key Issues

      A key role within the Physical Activity and Sports Development Strategy is the building and promotion of partnership arrangements essential to ensure delivery of the strategy’s objectives.  In order to meet the strategy’s commitments in this area it will be necessary to establish a 3 year fixed term post to enable the required partnership development to be attained.

      For a number of years, up to 2007, the Council has offered funding amounting to £15,000 per annum to Sport Belfast in support of a Projects Officer post, with the post holder being accommodated within the Leisure Services section at the Cecil Ward Building.  As part of a restructuring of Sport Belfast and to enable delivery of the Strategy it is proposed to replace this Project Officer  ...  view the full minutes text for item 9.

            The Director reported that a request had been received from Connie Cunningham Associates in connection with the use of the Botanic Gardens during the period from 7th till 10th August, 2009 in respect of the Belfast Taste and Music Fest.  The project would be financed by the promoter and the payment of a fee to the Council would be based on the time spent on site. 

            He pointed out that the 2009 Fest would be a new style food and music festival utilising the best of Northern Ireland food with a Chicago twist in presentation and style.  In addition, the Mayor of Chicago would be sending over twenty chefs who would produce food daily and present Chicago-style menus using local produce.  The event would be held before the Tall Ships event, scheduled for 13th till 16th August, and a further element of the festival would include the promotion of extended tours from Chicago to attend the festival, visit Northern Ireland’s visitor attractions and attend also the Tall Ships event. 

            The Director stated that there was a potential for a Partnership arrangement to be developed between the Botanic Gardens and the Chicago Botanic Gardens to develop a major event in the City to increase tourism and build a long-term relationship with a major American city.  Accordingly, he recommended that the Committee agree to accede to the request, subject to the conditions of the use of the site and all legal agreements being adhered to.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“Relevant Background Information

      City of Belfast Golf Course, Mallusk was built in 1984.  It is a nine hole golf course. There is a facility management agreement with City of Belfast Golf Club to manage the golf course partly involving grounds maintenance activities but mainly relating to receptionist and cashier responsibilities.

      In 1984 there was relatively little residential or commercial property surrounding the course.  Over the last 23 years there has been an increasing build up of residential and commercial property around the golf course. Subsequently there have been occasions when golf balls have damaged property or cars in the surrounding properties.

      A process has been in place for some time that requires an Officer, when informed of alleged damage, to investigate the alleged damage. If agreement is reached that it was the result of damage from a golf ball then remedial payment for damage caused is paid to the claimant. No precise records are currently available concerning how many claims have been made and settled, however from the information which is available approximately 10 claims for damage have been received in the last 5 years resulting in a total cost of £4,000.

Key Issues

      A new housing development at Rogan Manor, adjacent to number 1 golf hole, has been in existence for approximately one year. Residents of this development have requested action be taken to avoid golf balls landing in their back garden and subsequent risk of harm to themselves and their children. We have also been contacted by other residents concerning golf hole number two and it is considered that remedial works can be made to reduce the likelihood of golf balls causing damage without serious expenditure.

      There are a number of options, both short term and long term, to reduce the risk of golf balls landing in residential houses in Rogan Manor. The options are based on consultation with Health and Safety Officers, residents from Rogan Wood and officers from the City of Belfast Golf Club.

      Option One

      Install 150 metre x 12 metre high fence adjacent to fence line with Rogan Manor. The cost will be approximately £98,000 and will require planning permission to erect the fence. This is dependent on Northern Ireland Electricity Service re routing the electric pylons or diverting them underground. Detailed specification and plans were sent to N.I.E.S in November 2007. Confirmation has been received from N.I.E.S on 10thMarch 2008 informing us it will cost £30,000 to relocate the cables underground. They have expressed a requirement for a six month lead in period before work could commence.

      It is our understanding option 1 is the preferred option of the residents but this can only be confirmed upon a successful planning application for the fence line whereby all residents affected will have an option to object to the fence line being erected.

      This option would also require consideration within the capital programme process.

      Total cost of this work will be approximately £130,000

      Option Two  ...  view the full minutes text for item 11.

            The Committee considered the undernoted report:

“Relevant Background Information

      In September 2002 a report was taken to the Parks and Amenities Sub-Committee regarding a Strategic review of Off?Road Cycling In Northern Ireland.  At this time the Sub?Committee agreed in principle to the possible development of a dedicated mountain biking facility on Cave Hill and its future management arrangements.  Since 2002 a range of different funding sources have been explored and a subsequent report was taken to Special Community & Recreation (Parks and Cemeteries) in January 2006 seeking approval to submit an application to the Sports Lottery Fund and to continue discussions with the various stakeholders.

      Following approval from the Parks and Amenities Sub?Committee to investigate funding from the Sports Lottery for a purpose built down-hill mountain biking facility at Cave Hill, officers consulted   with   Belfast   Activity   Centre,   Countryside

Activities Network (CAAN) and local residents through the Cave Hill Conservation Group. There was an overriding feeling, particularly from the Cave Hill residents, that such a facility would attract large numbers of specialised down-hill mountain bikers from a wide area to Cave Hill, as it would be the only facility of its kind in the east of the province. This could lead to over use of the hill and present a danger and nuisance to other users, for example walkers. After discussion it was felt that such a facility would not be popular among residents and walkers on the hill, and was not appropriate for this site.  The original proposals are therefore not being pursued.

Key Issues

      Mountain Biking is an ever increasing sport within the Belfast area.  Currently there are no off road facilities available to enable users to pursue this activity, this has lead to the creation of unauthorized trails.  These unauthorized trails have been built on a number of Council sites, namely Cave Hill CountryPark, Barnett Demesne and Mary Peters.  These trails are currently being removed by Council officers but are quickly being rebuilt; these trails are not sanctioned and are potentially very dangerous. 

      Talks with some local mountain bikers have taken place, with Officers explaining that they are currently repairing some paths within Cave Hill Country Park and Officers fear that if mountain biking on the site is not managed correctly then the damage caused to these new paths could be substantial. 

      To try to remove mountain biking from Cave Hill CountryPark would be a very costly exercise in terms of man hours and possibly with little success given the nature of the sport.

      Officers are requesting permission to continue talks with the local mountain biking representatives and other interested parties to try to accommodate the sport within the Country Park and to explore avenues of funding available.  The benefits of such being that we are pro-actively pursuing an outdoor activity, which has huge health benefits to Belfast rate payers, seeking to reduce existing user conflict and making the Country Park a positive visitor attraction.  If we do not tackle this  ...  view the full minutes text for item 12.

            The Director of Parks and Leisure reported that, by means of a Grant of Easement dated 8th December, 1962, the former Belfast Corporation had granted the former Northern Ireland Hospitals Authority a right to install, maintain and, if necessary, replace a water main at Musgrave Park.  He pointed out that the water main which had been installed during 1962 was now in a poor condition and that the Belfast Health and Social Services Trust wished to replace the existing pipe across Council-owned land at Musgrave Park.  The route of the new main did not follow that which had been defined within the Grant of Easement and thus required the drawing?up of a new legal agreement.

            He advised the Committee that the following terms had been agreed with the Trust:

(i)      the original Grant of Easement would be surrendered and, in consideration of this, the Trust would pay to the Council the sum of £2,500 and be responsible for the Council’s legal fees and surveyor’s expenses;

(ii)     the new Easement would grant the Trust a working width of six metres along the route of the new pipe;

(iii)    the Trust would maintain the new installation and minimise disruption to the Park during such maintenance and would reinstate fully any disruption to the Council’s lands as a result of maintenance activities; and

(iv)    the Trust might be required, on request from the Council, to relocate the water main at their own expense.

            Accordingly, he recommended that the Committee approve the surrender of the Grant of Easement dated 8th December, 1962 and grant a new Easement to the Belfast Health and Social Services Trust on the above-mentioned terms.

            The Committee adopted the recommendation.

            The Committee agreed that a special meeting, to which all Members of Council would be invited, be held in order to receive a presentation from representatives of the Roads Service in relation to the A2 Sydenham Road Widening Scheme.

            The Director reported, that under Article 3 of the Access to the Countryside Order (Northern Ireland) 1983, all local Councils had a duty to “assert, protect and keep open and free from obstruction or encroachment any public right-of-way”.  He pointed out that during September, 2007 the Council had been contacted by the Crown Solicitor’s Office in relation to a laneway which ran between Stranmillis Road and Richmond Park.  The laneway had fallen to the Office as “ownerless goods” and it was the Crown Solicitor’s intention to dispose of the land due to the fact that it was not required for any Crown purpose.  The Council had been contacted prior to its sale in order to ascertain whether a public right-of-way existed.

            In this regard, discussions had been held with the Department for Regional Development, Roads Service, which had confirmed that the laneway was not an adopted surface and, therefore, fell under the remit of the Access to the Countryside legislation.  Consequently, it had all the legal attributes of a public right-of-way in that it was a clearly well-defined path which linked two public spaces.  Evidence had suggested that it had been in place for some time and was used regularly by members of the public.  The Director recommended that the Committee assert the laneway from Stranmillis Road (beside No. 342 to between numbers 22 and 24 Hillside Drive) as a public right-of-way under the Access to the Countryside (Northern Ireland) Order 1983.

            The Committee adopted the recommendation.

            The Committee noted a Schedule of Support for Sport applications in relation to Development Grants which had been approved by the Director of Parks and Leisure in accordance with the authority delegated to him.  A copy of the Schedule was available on the Modern.gov intranet site.

            The Committee agreed to note the contents of a report in relation to the Safer Neighbourhood Antisocial Behaviour Pilot Scheme.

            The Committee agreed to note the contents of a report which outlined the amount of media coverage and extent of press and media enquiries received concerning the work of the Committee during the period from December, 2007 till March, 2008.