Agenda and minutes

            Apologies for inability to attend were reported from the Chairman (Councillor Stoker), the High Sheriff (Councillor McKenzie) and Councillors McClenaghan and O’Reilly.

            The minutes of the meetings of 16th and 23rd June 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 July.

            The Deputy Chairman, on behalf of the Committee, welcomed Councillor N. Kelly to his first meeting.

            The Committee considered the undernoted report:

“Purpose of the Report

      The purpose of this report is to:

(i)      seek approval to proceed to implement the recommendations contained in the report of SOLACE Enterprises and to outline some practical next steps for taking these forward, in a prioritised sequence; and

(ii)     to inform Members of the progress that is already being made in developing the Service.

Relevant Background Information

      Since the formation of the Parks and Leisure Department in April 2007, work has been ongoing with the Departmental Management Team, Business Improvement Service, Human Resources and the Core Improvement Team to develop an improvement agenda that would lead to the creation of a Department that can more effectively contribute to the Council’s vision for Belfast becoming a better place to live in, work in and visit.

      The main areas of work within the improvement agenda are:

·         business planning;

·         performance management;

·         financial management;

·         developing management capacity; and

·         communications.

      One of the key elements of this overall plan of work included a more in-depth focus on the Parks and Cemeteries Service and defining the level of change which would be required in order to develop the Service into a modern customer oriented one, delivering in line with the ambitious expectations of the City.

      To assist with this process the services of an experienced parks practitioner were secured through SOLACE Enterprises to:

·         develop and articulate a modern customer-orientated, outcome focused service that will promote and assist in the delivery of the Council’s aims and objectives; and

·         undertake a baseline assessment of the existing service, excluding the zoo which will be the subject of a separate piece of work.

      All of this work was done within the context of:

·         the Parks and Leisure vision for future service provision within the Departmental plan;

·         the important role Parks can play in delivering the corporate objectives of the Council as articulated within the Corporate plan 2008 - 2011;

·         the major projects that are already programmed (Connswater Community Greenway, the Giant’s Park, Loughside etc) in which Parks will take a leading role;

·         the Council’s improvement agenda;

·         the growing financial pressures and the need to deliver both an efficient and effective service;

·         preparing for RPA; and

·         recognising the shadow of change that has been hanging over the service since November 2005.

      SOLACE Enterprise’s report outlines the current and ongoing position within the Service, diagnosing what the strengths and weaknesses of the Service are and makes recommendations on how it may be improved.

      Members will also recall that the Parks and Leisure Committee, at its meeting on 13 September 2007, granted authority to create additional posts within the Parks and Leisure structure within existing payroll budgets.  One of the posts considered essential for the future management of the Parks and Cemeteries Service is that of Parks Services Manager, the most senior management post within the Service.  This post will be necessary to sustain the change programme and to provide leadership to the Service going forward.  ...  view the full minutes text for item 3.

            (Ms. E. Boyle, Policy and Business Development Manager, attended in connection with this item.)

            The Committee considered the undernoted report:

“Purpose of the Report

      The purpose of this report is to:

(i)      outline the background to the development of a policy for how to manage requests from the public and community groups for the re-naming of Parks and Leisure facilities; and

(ii)     present a draft policy framework for managing future requests for discussion and agreement by Members.

Relevant Background Information

      Members will be aware of a recent request to the Parks and Leisure Committee through the Director from the Linfield Supporters’ Club and Blackstaff Community Development Association suggesting that, as a suitable memorial to commemorate the former Northern Ireland and Linfield football player, the late Tommy Dickson, the Blythefield Open Space be re?named the Tommy Dickson Park.

      At the meeting of the Parks and Leisure Committee on Thursday 13 March 2008, the Committee agreed that a report on proposals for re-naming open space be submitted for consideration.

      This report has been developed taking onboard extensive research and best practice examples and consultation with Members across the Party Groups.

      Purpose of the Policy

      The purpose of this policy is to provide guidance to those that have an interest in the (re)naming of Belfast’s Parks and Leisure facilities.  It is proposed on the basis that it would apply to all Council owned Parks and Leisure facilities but not those facilities which the Council has taken on management responsibility for under a formal lease or agreement with an external organisation or group.

      The intention behind the development of the policy is to provide a management framework within which requests from organisations and groups can be managed and to provide direction on how to apply for approval to (re)name Parks and Leisure facilities.

      Up until this time, many parks have been named subject to no specific criteria.  Currently 87% of Parks and Leisure facilities have the name of the geographic location in which they are located although the Council has reacted in the past to (re)name some of its facilities (playgrounds, playing fields and parks).

      There are three main types of naming situations this policy intends to address:

(i)      The opening or reopening of parks and leisure facilities;

(ii)     Providing recognition of major financial contributions;

(iii)    Requests for ‘Memorialisation’ or honouring individuals in recognition of “significant” contributions to the area or particular location.

      Background Policy Context (External and Internal)

      The (re)naming of Parks and Leisure facilities (or any Council location) is complex and potentially emotionally evocative because assigning a name can be a powerful and permanent identity for a public place or facility.  The (re)naming of parks and leisure facilities must also be considered in light of less obvious factors such as staff and financial resources and wider external factors such as changing names on signs, maps, and other literature.  In addition, the Council should also be mindful that excessive and constant name changing  ...  view the full minutes text for item 4.

            The Committee agreed to note the contents of a report in relation to the damage which had occurred and the actions which had been taken as a result of a malicious fire at the Grove Wellbeing Centre on Sunday, 20th July.  It was noted also that there had been some disruption to Services following the Fire, with the swimming pool and the fitness suite both having been closed to the public.  The centre had been fully operational by Thursday, 24th July.

            The Committee was informed that a request had been received from Gort Na Mona Historical and Cultural Society seeking permission to hold a special event on Saturday, 20th September at the Whiterock Leisure Centre.  The Society was a group based in the Upper Springfield area of the city which carried out research and sought to tell the history of the area and the people who resided there.  The Society had held a similar successful event at the Leisure Centre during June, 2008.

            The application had indicated that bar facilities would be required and the Society had undertaken to apply for an occasional licence which would be required for the event and had given an assurance of full compliance with the Council’s policies and any statutory requirements.  The Director suggested that, should approval be granted, a charge in the sum of £720 plus associated staff overtime costs, in line with the Council’s charging policies, be levied.

            The Committee approved the application by Gort Na Mona Historical and Cultural Society to hire facilities at Whiterock Leisure Centre on Saturday, 20th September and agreed that bar facilities be provided at the event, subject to the Society providing an occasional licence and complying with all Council policies and statutory requirements.

            The Committee agreed to note the contents of a report in relation to the new admission and induction procedures regarding the use of the health and fitness suites at the Council’s Leisure Centres and recognised that, on occasions, new customers would not be granted access to the facilities until they had undertaken an induction session.

            The Committee considered the undernoted report:

“Relevant Background Information

      As part of the preparations for, and the legacy of, the London 2012 Olympic and Paralympic Games, Sport NI is coordinating a bidding process for sports facilities which could attract up to 75% capital funding.  Facilities to benefit from this funding must be capable of accommodating elite training and major events.

      On 16th January 2007, the Community & Recreation Committee agreed:

·         to submit an expression of interest for a velodrome facility, capable of accommodating indoor cycling, basketball, fencing, volleyball and table tennis; and

·         that the location for the velodrome would be the AldermanThomasPattonMemorial Park.

      On 13th February 2007, the Community & Recreation Committee agreed that, subject to the funding application being successful, the East Belfast leisure centre be integrated with the velodrome

      The decision to apply for funding for a velodrome followed a visit to the National Cycling Centre in Manchester by Councillors Campbell, McCann, Mullaghan, Rodgers and officers (Mervyn Elder, Philip Lucas and Phil Kelly).

      Subsequently, at the Community and Recreation Committee of 20th March 2007, Members agreed that the proposed velodrome bid should include cycling, fencing, table tennis and volleyball accommodation to elite level and basketball at a competitive but not elite level.

      The Committee is further reminded that the Parks and Cemeteries Sub-committee at its meeting in June 2006 agreed to make a submission in respect of an upgrading of the Mary Peters Track.  At its meeting in March 2007 the Sub-committee agreed that the application would be in respect of an indoor high performance athletics area to accommodate all of the track and field events and that the upgrading of the Mary Peters Track to 8 lanes would be put forward for inclusion in the Council’s Capital Programme subject to the Gateway process.

      The timetable for the funding competition was:

·         30th March 2007: closing date for receipt of applications

·         September 2007: announcement of shortlist

·         January 2008: closing date for stage 2 applications

·         April 2008: announcement of preferred bidders

·         March 2010: facilities operational

      On 14th September 2007, Belfast City Council was advised that it had been successful at stage one of the Elite Facilities Programme in relation to all aspects of the bids, that is, the velodrome (indoor cycling, volleyball, fencing and table tennis) and Mary Peters Track (upgrade track to 8 lanes and provide an indoor high performance athletics facility).  Therefore the Council would be invited to proceed to the second stage of this bidding competition.

Key Issues

      The above timeline has changed significantly as the Council only received formal notification of the terms and initiation of the Stage Two process in July 2008.  Consequently the operational deadline has been removed and there are now no restrictions on this.

      The stage two application which includes an outline business case and RIBA Stage A-C needs to be submitted by 4pm on 28th November 2008 for assessment by Sports NI, the Department of Culture and Leisure and the Department of Finance  ...  view the full minutes text for item 8.

            The Committee considered the undernoted report:

“Relevant Background Information

      The Committee is reminded that at its meeting on 16 June 2008 it received a report outlining proposals from NI Water in respect of the ongoing Belfast Sewer Project.  The report highlighted that NI Water had advised that the original approach, to drill underground was no longer viable owing to rock composition.  Consequently, NI Water advised that owing to technical, financial and time constraints it was necessary to use open trench excavation rather than underground drilling. 

      The Committee expressed concerns at the new proposal and highlighted the detrimental impact on both the playing fields at OrmeauPark and also the Golf Club, which would have to close for the duration of the work.  Members instructed Officers to engage with NI Water to ascertain whether all options had been considered.

      In the intervening time, officers from Parks and Cemeteries Service and the Estates Management Unit have met with representatives from NI Water and their Engineering Consultants.

The concerns of the Committee were expressed together with the view that the Council’s preferred option would be for the less intrusive underground drilling.

      NI Water was receptive to the concerns and undertook to further review the options.  It was clear that the open trench methodology was also not NI Water’s preferred approach.  NI Water has now reviewed the approach to be adopted together with consultants and contractors and have proposed an alternative solution which reverts to the previous method of underground tunnelling.  The main elements of the method are:

·         Drive tunnel at shallower depth in the ‘upper boulder layer’ along the original route (tunnel will be around 6m depth as opposed to 9m depth in original proposal).  This will reduce the risk of hitting a boulder.

·         The tunnel diameter will be 1.95m.

·         The existing shafts will have to be modified but this will not affect the golf course or OrmeauPark.

·         The tunnel equipment will be modified to help deal with small boulders.

·         Any boulders encountered will be removed by surface excavation.

·         Preparatory work will commence in September 2008 with tunnelling starting at the beginning of October 2008.  Tunnelling in OrmeauPark and the Golf Club will take eight months to complete.

      NI Water has met with representatives of the Golf Club and reached agreement on this approach.  The Director has also confirmed with the Golf club that they are now content with the proposed method.

Key Issues

      The Committee is asked to note the following key points.

1.      NI Water has reverted to the original proposal of underground drilling, with drilling taking place at a lesser depth in an attempt to avoid larger boulders;

2.      NI Water has cautioned that open trench excavation may still be necessary if large boulders are encountered although they have assessed this possibility as low risk;

3.      NI Water requests that the Council grant its approval to enter its property and undertake the appropriate works to complete this element of the Belfast Sewers Project;

4.      An appropriate  ...  view the full minutes text for item 9.

            The Committee considered the undernoted report:

“Relevant Background Information

      The Committee will be aware of the development and growth of the BelfastCity Airport.  These developments are of course to be welcomed from the point of view of economic growth and wealth creation. 

      It should be noted that some local residents are increasingly expressing their concerns at the growth of the airport and the impact on community health and the environment.  These are important issues but are largely outside the remit of the Parks and Cemeteries Service. 

      However, the growth of the airport is having an increasing impact on Victoria Park.  Members will be aware of the public safety zone which includes a large part of the Park and which limits development.  There are two main issues for Parks and Cemeteries Service at this time.

      1. Egg Culling

      The authorities at the City Airport have had concerns for a number of years over the increasing greylag goose population at Victoria Park and the potential threat of bird strikes on aircraft.  This concern reflects the shift away from propeller based aircraft to jet engined aircraft.  The authorities at CityAirport regard this as a public safety issue and have been active in leading measures to control the number of birds in the flight path.  Birdstrikes can cause damage to aircraft and, in the worst case scenario, have the potential to cause a serious accident.  The Civil Aviation Authority has issued guidelines, CAP 772, Birdstrike Risk Management for Aerodromes, on this matter.  This document provides guidance for airport operators in establishing and maintaining an effective Bird Control Management Plan (BCMP), including the measures necessary to assess the birdstrike risk at airports, and the identification of appropriate action to minimise that risk.

      The Belfast City Airport authorities applied for and were granted an annual licence from Environment Heritage Service (EHS) under the Wildlife Order permitting the Airport authorities to prick goose eggs to control goose numbers. The Airport still requires permission from the landowners (i.e. BelfastCity Council) to carry out the control measures. The Airport authorities approached the Council in 2001 and permission was given verbally for this control to take place for three seasons. In 2005 they again contacted the Council and were asked to put their request in writing. This they did and written permission was granted for them to proceed for a further three years by the then Head of Parks and Amenities.  This was seen as an operational decision at the time. 

      Following a further approach in April 2008 by the airport authorities to the Council to continue this control the process has come to the attention of the general public and the media, and has resulted in much press interest and comment.  Members may be aware that there was a public meeting in June 2008 at which grave concern was expressed in relation to this matter.

      Members are asked to note that the control process is carried out by the City Airport under licence from  ...  view the full minutes text for item 10.

            The Committee considered the undernoted report:

“Relevant Background Information

      The Council manages and maintains 76 outdoor equipped playgrounds which include 2 purpose built multi-purpose sports areas. 

      The Committee is asked to note that since 2005/06 with the allocation of additional funding, a planned refurbishment programme has enabled the provision of high quality play facilities.  However, this investment has further highlighted the need to review the inspection and maintenance regimes for the playgrounds.  In 2007, the Parks Section commissioned a Play Safety Consultant from the Child Accident Prevention Trust (CAPT) to review current management practices to enable resources to be targeted more efficiently and effectively. 

      This report will examine the findings and make proposals which will improve the overall effectiveness of the play function.

Key Issues

      The Committee is asked to note the following key points:

      Playground Inspections

      The playgrounds are currently inspected on a daily basis by seven Playground Teams comprising 24 staff who are required to:

·         undertake visual and operational inspections of play equipment, surfacing and infrastructure

·         remove litter and broken glass

·         complete a daily inspection sheet for each playground which records remedial tasks completed and identifies any defects and action required.

      In essence, 76 sheets are created each day which are forwarded to the Parks Managers to generate work orders for repairs to be undertaken by Facilities Management.  The Playground Teams are required to record on the daily inspection sheets when repairs have been completed and the Parks Managers are responsible for authorising payment to Facilities Management for completed works.

      Proposed Changes to Current Practice

      The CAPT report concluded that the system is too thorough to be achievable and had a tendency to generate paper rather than action.  The Teams spend time completing forms and recording outstanding defects every day rather than concentrating on site cleanliness such as removal of broken glass etc. which is one of the major sources of public liability claims.  The report recommended that inspections should be undertaken in accordance with the European Standard EN1176 which, although not mandatory, is in line with good health and safety work practice.

It has the status of a British Standard and similar to the recommendations of BS 5696 which it replaced in 1999.  The new inspection regime would entail:

·         daily inspections reduced to visual inspections with priority given to identifying and remedying vandalism and broken glass;

·         report forms simplified to record remedial action taken;

·         report forms reduced to one per week on which there is a section for each day (help reduce administrative workload considerably);

·         managers analysing the reports and classifying the playgrounds into three categories so that operational savings could be obtained:

-     ‘high problem’ – to be inspected every day

-     ‘low problem’ – to be inspected every week

-     ‘intermediate problem’ – to be inspected two or three times per week with possible targeting at problem days such as weekends;

·         a system of operational inspections being instituted and undertaken by trained playground inspectors at three?monthly intervals except where significant deterioration is evident  ...  view the full minutes text for item 11.

            The Committee considered the undernoted report:

“Relevant Background Information

      The Belfast in Bloom project has been developed by the Parks and Cemeteries Section over the last 14 years, the objectives being to make Belfast a cleaner and more attractive city, to encourage inward investment and to increase tourism.  It falls within the wider Ulster in Bloom initiative which is celebrating its 30th birthday and the wider United Kingdom scheme Britain in Bloom.  While a considerable emphasis is placed on flowers, the project’s aims are wider and look at improving the landscape generally through, for example, the removal of graffiti and the reduction or elimination of litter.  The Parks and Cemeteries Section would, therefore, acknowledge the support received from colleagues in the Health and Environmental Services Department. 

      Each year, competitions are organised for the commercial and community sectors with categories for Best Hanging Basket, Window Box, Front Garden, Community Street, Hotel, Public House, Restaurant, Commercial Street and Commercial Premises.  Awards are made at a formal presentation ceremony which is well attended and receives substantial media coverage.

      Belfast Council has a number of partners who support the project – the Department for Regional Development Roads Service, the Department for Social Development - Belfast Regeneration, City Centre Management, Belfast Chamber of Trade and the Northern Ireland Housing Executive.  The bulk of the Council’s contribution is from the ‘Brighter Belfast’ programme which this year amounted to £50k, some 50% of the overall expenditure.

      In September 2007 at the Award Ceremony of Ulster in Bloom, Belfast won the award for the ‘BestCity’ category and was nominated for the first time ever to represent Northern Ireland in the Britain in Bloom competition 2008 (judged on

7 August). 

      At the 2007 awards, the Northern Ireland Tourist Board representative stated:

‘Who would have thought back in 1979 that Ulster in Bloom would become so popular, or that Northern Ireland would be named as a ‘must see’ destination by the world’s leading travel publication, Lonely Planet?  This competition has a central role to play in making Northern Ireland such an attractive destination and significantly adds to the visitor experience.’

Key Issues

      The ‘In Bloom’ initiative is a major project for improving the City on a number of fronts and contributes significantly towards meeting the council’s objectives. It is, however, entering a critical period.

      The key issues that face the initiative now are

·         The ‘Brighter Belfast’ programme funding contribution may end or, at best, be substantially reduced from its current level of £50,000.  If withdrawn in full, this will lead to at least a 50% reduction in the available funding.

·         Two of the key officers involved with the project will have left within the next 18 months. 

·         The tightening economy and the increased competition for sponsorship.

      The flower baskets are planted and grown by Parks staff and the placing out and maintenance of them is outsourced.  Owing to the increase in the amount of floral displays requested a tender exercise is required for the  ...  view the full minutes text for item 12.

            The Committee was informed that during 2007 officers from the Environment and Heritage Service had identified a Fringed Water Lily at the upper pond of the Waterworks site.  This invasive species was not native to the Country and it was evident that it had been introduced to the pond at some stage by individuals unknown.  The species grows very quickly and currently covered a large area of the upper pond and, should the species be permitted to grow unchecked, it could eventually choke the entire pond.

            The Director pointed out that officers from the Parks and Cemeteries Services Section had been in consultation with the Northern Ireland Environment Agency’s Water Quality Unit to ascertain what remedial action could be taken to remove the Lily.  Accordingly, two options had been identified, namely:

(i)    Mechanical Removal - however, this had been considered to be counter productive as it could possibly leave fragments behind which could regrow and result in the Lily being spread more rapidly; and

(ii)    Spray the Lily with an appropriate herbicide - as the waterworks site was part of a water system, any such proposal must be approved by the Water Quality Unit. 

            He reported that, although there was a risk of a small-scale loss of fish stock as a result of the herbicides, a proposed programme of spraying had been identified as the best option.  It was intended that, should the proposed spraying programme proceed, the Families of the Waterworks Fishing Club would be advised of the possible loss of fish stock and a proactive press release would be issued to counter any possible adverse publicity.

            After discussion, the Committee agreed that option (ii) be adopted in order to remove the species of Water Lily from the Upper Pond at the Waterworks site.

            The Committee agreed to note the contents of a post-event report in relation to the lighting of a Beacon at the Cultural Celebrations which had been held on the 11th July at the WoodvalePark.

            The Director sought and was granted approval to seek tenders in relation to the following goods and services:

·         the supply and delivery of trees;

·         the provision of children’s activities and entertainment;

·         the supply and delivery of play equipment and surfacing;

·         the installation of play equipment and surfacing, including groundworks; and

·         the provision of floral decorations.

            The Committee noted that all tenders would be evaluated using the agreed criteria and awarded by the Director of Parks and Leisure in accordance with the authority delegated to him.

            The Director of Parks and Leisure submitted a Schedule of Support for Sport applications in relation to Hospitality which had been approved in accordance with the authority delegated to him.  A copy of the Schedule was available for inspection on Modern.gov.

Small Development Grants

            The Committee noted a schedule of Support for Sport applications in relation to Small Scale 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.

Large Development Grants

            The Committee proceeded to consider the following requests which had been received and had been assessed within the agreed criteria for assistance in relation to Large Development Grants: