Agenda and minutes

            Apologies for inability to attend were reported from Councillors McCarthy, McKenzie and Stoker. 

            The minutes of the meetings of 9th and 13th December were taken as read and signed as correct.  It was reported that those minutes had been adopted by Council at its meeting on 5th January, subject to the omission of the minute of the meeting of 9th December under the heading “Gate Lodge at City Cemetery” which, at the request of Councillor G. Robinson, was taken back to the Committee for further consideration. 

            The Committee considered further the minute of the meeting of 9th December.  An extract of the minute in that regard is set out hereunder:

“The Committee considered the undernoted report:

‘Purpose of Report

      The purpose of this report is to establish a position regarding the future potential development of the Gate Lodge at the City Cemetery. 

Relevant Background Information

      Committee is being asked to consider the terms of a Development Brief for the rejuvenation of the Council’s Gate Lodge which lies at the edge of the City Cemetery and fronts on to the Whiterock Road opposite Britton’s Parade.  The development of the building has been considered and discussed on several occasions.  It had also been previously exposed to the market by way of a Development Brief.  One of the key elements of the previous Brief was that the project should focus on the historical significance of the City Cemetery and the genealogy of the area.

      The successful proposal at that time was from the Whiterock/Westrock Residents’ Association.  Unfortunately the Association was unable to finalise the arrangement and the former Head of Parks and Cemeteries Services reported this to the former Community and Recreation (Parks and Cemeteries Services) Sub?Committee on 28 November 2005.  The Sub-Committee at that time also agreed the preparation of an amended Development Brief which would have as its principal objective the restoration of the Gate Lodge in a sensitive manner which respected the nature of the immediate surroundings.  While this allowed submission of proposals focussing on the historical significance of the City Cemetery and the genealogy of the area, it allowed for consideration of a wider range of proposals and types of appropriate development.

      Following a further interim report to Committee a revised Development Brief was brought to the Strategic Policy and Resources Committee.  Following representations from a Member the Committee determined to refer the matter back to the Parks and Leisure Committee for further consideration. 

      The attached revised draft Development Brief is now being presented to Members for consideration.  This seeks to preserve the flexibility incorporated in the 2008 proposal but leaves the way open for interaction (if required) between the proposed development and the Cemetery.  This could include uses which focus on historical and genealogical elements.

Key Issues

      The issues for Committee to consider are:

·         This issue has been under consideration for a significant period of time without significant progress;

·         The revised Development Brief aims to address previous concerns regarding restoration of the Gate Lodge (Fox’s Lodge) while preserving flexibility of potential use so as to attract maximum interest in the property;

·         The current difficulties in the property market and a potential squeeze on grant aid make appropriate timing of release of the Development Brief to the market, difficult to judge. 

Options

      The Committee has several options:

Option 1 is to issue a revised development brief in line with appendix 3;

Option 2 is to amend the draft brief outlined;

Option 3 is to instruct Officers not to issue a brief  ...  view the full minutes text for item 2.

            (Mrs J. Thompson, Director of Finance and Resources, attended in connection to this item.) 

            The Committee considered a report, which had been prepared by the Director of Finance and Resources, in relation to the establishment of the District Rate and the compilation of the Estimates of Revenue Expenditure for the year 2011/2012.  A copy of that section of the report, in so far as it applied specifically to the Parks and Leisure Committee, is set out hereunder:

“C:   Set The Cash Limits For Parks & Leisure Committee 2011/12

10.    A spending limit of £22,940,266 is recommended for the Parks & Leisure Committee in 2011/12 which represents an increase of £639,392 or 2.8%.  The main items of expenditure are outlined at Appendix 1 and a summary of some of the proposed priority actions for the Committee, which will be funded by the 2011/12 estimates, is included in Appendix 2.

         Parks & Cemetery Services

11.    The department has the responsibility for taking on the management and maintenance of Connswater Community Greenway. In year one of the project Parks & Leisure could face costs of up to £590k depending on the phasing of the project and the timescales associated with when the project goes live. From the ongoing improvement agenda within Parks operational efficiencies and changes to working practices have been identified which will allow approximately £100k of this increased cost to be absorbed by the service.

12.    The Zoo shop income is estimated to decrease on last year by £118k this reflects the performance of the shop to date this year more accurately.  Supplies for resale have also reduced by £60k to reflect the current turnover. Belfast Castle and Malone House have both reflected a loss of income from internal customers of approximately £30k and from external customers of £70k.

13.    The People in the Parks Initiative is a youth participation programme which is being developed as part of the antisocial behaviour pilot in our parks and involves projects in 10 of our parks requiring a £65k investment. This was agreed at the P&L Committee in August 2010.

14.    Increases in charges to the public of approximately inflation and 5% have been estimated for both the Zoo and the Cemeteries and Crematorium respectively and are reflected in the increased income figures.  These fees and charges will be submitted to the Parks and Leisure Committee in a separate report.

         Leisure Services

15.    Due to the partial closure of two leisure centres for essential maintenance to be programmed in 2011 there is a loss of income of approx £82k.  More detail will be presented to committee on this in due course.

16.    Increased rates and water charges have been offset by a reduction in the price of Electricity and Gas and savings generated through Combined Heat and power units.

17.    Work is in progress for the development and implementation of a Departmental Improvement Plan. Costs of £130,000 have been included to support the development of the Active Belfast and Open Spaces Strategy and the Parks & Leisure Improvement  ...  view the full minutes text for item 3.

            (Ms. J. Wilson, Business Support Manager, attended in connection with this item.) 

            The Director of Parks and Leisure submitted for the Committee’s consideration a report in respect of the Scale of Charges for the use of facilities within the Parks and Leisure Department for the financial year 2011/2012. 

            After discussion, the Committee approved the scales of charges for 2011/2012, copies of which were available for inspection on the Council’s modern.gov website.

(Ms J. Wilson, Business Support Manager, attended in connection with this item.)

            The Committee considered the undernoted report:

“1.Relevant Background Information

      Members will be aware of the ongoing work to secure adequate burial/cremation provision to meet future needs.  A number of decisions have been made by the Committee at its meetings in September and November 2010.  The main decisions being:

·         the Nutts Corner site is not suitable as a potential site for a new cemetery;

·         site visits to the Dundrod sites to be organised for the Committee prior to initiating site investigations ;

·         a robust plan to be developed for the provision of additional crematorium facilities;

·         further work including a feasibility study be Pundertaken to investigate the provision of facilities for natural burials;

·         any land acquisition for burial be on a voluntary basis; and

·         burial and cremation charges should be reviewed.

      There is a need to review the current charges for Bereavement Services to ensure that the operating costs are covered, provision is made to cover future capital investments and to ensure that charges reflect the market norms.

      The charges for burial and cremation services are normally reviewed in January along with the Department’s other fees and charges.  A 5% increase has currently been allowed for in the draft 2011/12 estimates.

2.   Key Issues

      A study was undertaken to:

·         identify the true costs of cemetery and crematorium services;

·         review the current pricing options;

·         benchmark against similar provision within the UK; and

·         identify a series of pricing options and their financial implications.

      An economic appraisal of a new crematorium facility was also undertaken by BDO to explore the options for the development of a new crematorium facility and to ensure value for money would be achieved in such a new facility.  Options will be presented to committee in February 2011 for the provision of additional cremation facilities.

      Findings

·         In comparison to the rest of the UK, the Council was generally one of the least expensive for burial and cremation charges.

·         In the UK the split of cremations verses burials differs from Northern Ireland: 18% cremations in NI ;72% in UK.

·         Currently for Council residents burials are 440% more expensive than cremations.  This provides an incentive for people to choose cremation over burials.

·         Currently 30% of all burials are from non residents of Belfast.

·         59% of cremations are from non residents of Belfast.

·         There are different charges for residents and non residents with the latter subsidising the former.

·         The crematorium is currently working at a high level of capacity which is 56% greater than the average UK crematorium which is unsustainable.

·         BDO recommend that the rates charged for cremations to local ratepayers, to those from other NI Councils and beyond are assessed to ensure that ‘market rates’ are in place or introduced.

·         As the Council’s crematorium facility is the second cheapest in the UK an increase in the cremation rates could assist with the private sectors’ willingness to engage in the provision of cremation services.  ...  view the full minutes text for item 5.

            The Committee considered the under noted report:

“1.Relevant Background Information

      As committee are aware, the Parks and Leisure improvement programme is focused on building capacity and delivering better services and better outcomes for communities in Belfast.  This is being achieved through:

1.   Reviewing management arrangements and operational efficiency

2.   Bringing the Parks and Leisure functions of the department together to integrate community development and to work more closely in planning

      and service delivery.

      The programme has a number of work streams;

·         Parks Improvement

·         Leisure Services Improvement

·         Review of Business Support

·         Marketing and Communications Review

·         Business Development Review.

      Given the scale of the reviews a phased approach to streamlining management arrangements and achieving operational efficiency has been adopted. Reports have been brought to committee recommending improvements for Business Support and the Parks improvement work streams including management arrangements, a review of Parks Team Leaders and a Presence in Parks pilot.

      This report provides recommendations from the conclusion of the first stage of the Leisure Services improvement work stream.  Work has been ongoing for a number of months with the initial focus on the review of management arrangements and operational efficiency in line with the Parks work stream.

      As noted in the committee report of the 16 September 2010 the Leisure Improvement programme has been initiated with staff briefing sessions and engagement of Trade Unions to set the context for the review.

      A number of staff led task forces have been established to examine the following areas:

People Subgroup

Aim:

To review current working arrangements. Recommending potential areas of development which will enhance the current level and quality of leisure provision across the City. Ensuring Leisure Services deliver on our Departmental vision and Corporate priorities. 

Programming Subgroup

Aim:

To develop a city wide participation plan that will increase community engagement and improve the health and well being of its residents within the context of the Council’s aims of improving the quality of life, for now and for the generations to come.

Pricing Subgroup:

Aim:

To review and amend the present annual scale of charges and review.  The Boost membership scheme in terms of Fit for Purpose and how it aligns with corporate objectives and overall Health & Well being agenda.

Opening Hours Subgroup:

Aim:

To review the current opening hours arrangements and develop quick wins to increase income, reduce expenditure and increase throughput and community engagement.

There are clear dependencies between each of the subgroups and although the outcomes from each one have not yet been finalised, the research emanating from each subgroup has been taken into account when developing the proposals contained within this report.

Staff and trade unions have been widely consulted, the latest staff briefing day being held on the 21 December when each Task Lead explained the progress of each subgroup and the management strand proposal was circulated to staff and the rationale behind it explained. 

2.   Key Issues

People Subgroup

The People Subgroup have been meeting on a weekly basis since the beginning of October  ...  view the full minutes text for item 6.

            (Councillor J. Rodgers declared an interest in this item in that he was a Member of the Board of Sport Northern Ireland.)

            The Committee considered the undernoted report:

“1  Relevant Background Information

      The Committee will recall that its meeting in December it received a report regarding a number of applications made in respect of the Sport NI community Capital Programme.  At the meeting it was agreed to support the applications in principle, subject to the provision of additional information at a future date.

      A decision on the awards is expected by the end of March 2011 at which time the necessary information will be available to inform decision making.  In the interim, additional work is being carried out by the applicants to work up their respective applications.

      Since the December Committee further information has come to officers via a variety of community groups and partners.  There are now 4 applications which officers are aware of which relate to different council-owned sites / locations; North Queen Street; the Hammer Open Space; Barnett’s Demesne and Marrowbone Park.

      Each of the organisations applications are very different, as are the proposed projects, the levels of finance involved and the potential implications for the Council.  Obviously the Parks and Leisure Department has been in discussion with the groups and has been providing assistance where possible in support of the applications.

2    Key Issues

      The maximum award available through this programme is £245,000.  Our understanding is that 6 grants awarded across the Northern Ireland region and at the minute there are four projects related to the Council’s assets.  (Members are reminded that the Council cannot be an applicant in respect of this programme..)

      The main issues for the Committee relate to the potential implications for the Council should the applications be successful.  For all of the applications the Council must be satisfied that the applicants have the capacity to undertake the project management and delivery of a capital project and to ensure its sustainability. 

      To varying degrees a number of other potential issues affect these applications – these have been summarised below and some additional information is attached;-

            (Councillor J. Rodgers declared an interest in this item in that he was a Member of the Board of Sport Northern Ireland.)

            The Committee considered the undernoted report:

“1.0      Relevant Background Information

1.1At its meeting on 12 February 2009 the Committee supported a submission of an application for funding to Sport NI to participate in the Active Communities Programme. 

1.2Active Communities is an investment programme delivered by Sport NI that seeks to employ, deploy and train a network of full time and part time sports coaches and leaders to deliver activities in community and club settings across Northern Ireland, with a view to increasing participation in sport and physical recreation, especially among under represented groups.

1.3The programme was open to applications from a consortia of 11 district councils, including Belfast City Council.  The Council was successful in securing funding to participate in the programme.

1.4As lead partner Belfast City Council is responsible for:

·         management of the proposed project;

·         implementation of the proposed project;

·         management of the Sport NI investment within the Active Communities Programme;

·         monitoring and evaluation of the proposed project;

·         effective communication of information to other delivery partners involved in the project; and

·         the provision of reports to Sport NI in accordance with agreed procedures

1.5Reports regarding Active Communities were presented to committee on 12 February 2009 and 11 February 2010 and a further related report on Belfast Community Sports Development Network (BCSDN) was presented on 13 May 2010.

1.6A package of funding and business a plan was put together to support BCSDN as the lead delivery partner for Sport NI’s Active Communities programme under the auspices of the Active Belfast Consortium (ABC.)  This was established with the purpose of ‘creating a healthy city by ensuring that key stakeholders work in partnership to increase and diversify community participation in physical activity and sport’. The overall business plan will be delivered through a legal agreement with BCSDN.  Disability Sport NI is one of the other key delivery partners with the Council for the Active Communities Programme.

1.7The partner’s organisations attending the Active Belfast Consortium which provide funding are the Council’s Good Relations Unit through the Peace 3 programme ‘Cultural Diversity and Sport’, Sport NI ‘Active Communities’, the Public Health Agency (PHA) ‘Summer Mobile Sports and Older and Active’, the Belfast Health and Social Care Trust (BHSCT) through ‘Health Messages’.

1.8DSD have attended consortium meetings and an application for funding through Neighbourhood Renewal continues to be considered. Belfast Education and Library Board have agreed to attend future consortium meetings.

1.9The Committee gave approval for the Director of Parks and Leisure, in consultation with the Chair of Parks and Leisure, to agree the Council’s contribution to the overall package of funding for 2010-2011 up to a maximum of £50,000.

2.0Key Issues

2.1The Council has established two legal agreements with the delivery partners for Active Communities. Disability Sport NI (DSNI) has agreed to appoint two coaches and has specific targets to  ...  view the full minutes text for item 8.

            The Committee considered the undernoted report:

“1. Relevant Background Information

      The Strategic Policy and Resources Committee, at their meetings on 20 November 2009 and on 21 May 2010, considered a number of Council owned properties in the context of the City Investment Strategy and potential asset realisation.  It was agreed that a cross departmental Assets Realisation Group be established to undertake appraisal and assessment of certain land and property assets and to bring forward options for redevelopment and/or disposal.  It was also agreed to undertake planning assessments and title research in respect of a number of properties.

      Assets considered included those already declared surplus to requirements; non operational assets not yet declared surplus, and operational assets that may have additional value beyond their current use.

      CathedralGardens was one of the assets included as part of this asset realisation consideration.

      It was agreed that officers would undertake an assessment of options regarding the future use and/or redevelopment of the site taking into account its current use, with a future report to be taken back to Parks and Leisure Committee in the first instance, given that committee’s operational responsibility regarding potential options.

2.   Key Issues

      Cathedral Gardens occupies a prime location within the city centre, surrounded by new growth areas including Cathedral Quarter; Royal Exchange and the proposed new University of Ulster campus, and the commercial value of these sites is potentially enhanced by this area of open space as is the value of the open space itself.     

      On the other hand, Cathedral Gardens is also a strategically important area of public open space in Belfast City Centre, which is extremely limited in terms of public open space with the nearest equivalent open space being the grounds of the City Hall.  There are a number of smaller and often poorly developed public open spaces such as Writers Square, Bank Square, Blackstaff Square and Cornmarket. 

      If the potential adjacent developments of the University of Ulster and Royal Exchange take place over the next few years the importance of Cathedral Gardens as an open space will become even more important as the daytime population of their part of City Centre increases. 

      While it is incumbent upon City Council to seriously look at its assets and ensure they are providing best value, such value is not always in the form of a commercial return.

      The Parks and Leisure Committee as custodian of the City’s open spaces is well aware of the value of well managed and maintained public spaces in assisting the broader social-economic objectives of a City as well as providing and promoting an attractive environment. 

      Bearing the above in mind, and in accordance with previous Committee decisions, Council Officers have obtained a Planning Assessment for Cathedral Gardens and looked at potential options for the site.  Discussions have also been held with a number of interests who have ideas for the site ranging from private developers to arts groups to the University of Ulster. 

      The Planning Assessment indicates that  ...  view the full minutes text for item 9.

            The Committee was advised that the Northern Ireland Housing Executive had expressed an interest in acquiring a portion of land which was located adjacent to the Torrens Crescent and Torrens Drive area in North Belfast.  The Director reported that the site was currently leased to the Council by the Housing Executive for a 25 year period for the purpose of “informal open space”. 

            He pointed out that a play area had been constructed on the site but had been subjected to vandalism and had become unused and overgrown.  The Parks and Leisure Services Department currently had no plans to develop the site and the Housing Executive had undertaken a preliminary feasibility study, which had indicated that there was a potential for additional residential units to be developed within the area and that the housing scheme could include infrastructure such as car parking, access routes and landscaping. 

            The Director stated that the key issue for the Committee to consider was whether it wished to surrender the lease back to the Executive and he outlined three options as set out hereunder: 

Option 1   -   retain the land and develop it;

Option 2   -   retain the land for informal open space and undertake landscaping works; and

Option 3   -   surrender the lease back to the Housing Executive

            The Director reported that options 1 and 2 would have cost implications for the Council and that, owing to the short period of the lease remaining, namely 13 years, any development options would be limited.  The cost of construction of a playground or multi-use games area on the site would be in excess of £250,000, plus annual maintenance costs of approximately £12,000.  Accordingly, he recommended that, due to the fact that the Parks and Leisure Department had no plans to develop the site, the lease be surrendered back to the Northern Ireland Housing Executive, subject to notification, in accordance with Standing Order 60, to the Strategic Policy and Resources Committee.

            After discussion, it was

            Moved by Councillor  J. Rodgers

            Seconded by the High Sheriff (Councillor Stalford),

      That the Committee agrees to adopt option 2, that is, retain the land for informal public space and undertake some landscaping works. 

Amendment

            Moved by Councillor Maskey,

            Seconded by Councillor Mallon,

      That the Committee agrees to adopt option 3 contained within the report, that is, surrender the lease back to the Northern Ireland Housing Executive.

            On a vote by show of hands eight members voted for the amendment and

six against and it was accordingly declared carried. 

            The amendment was thereupon put to the meeting as the Substantive Motion with eight members voting for and six against. 

            The Committee was reminded that, during the summer of 2009, the Queen’s University of Belfast had carried out resurfacing works at the Stranmillis Gardens entrance to the Botanic Gardens. Those works had been carried out on land within the University’s ownership, but had extended to a small portion of the Council’s land.  Those works, which had been completed in a satisfactory manner, had provided good quality surfacing to the entrance of the site.  However, the University had erected signage which had been mistakenly placed on Council-owned land and the University was now seeking permission to retain the signage at that location. 

            The Director pointed out that the key issue for the Committee to consider was whether it wished to permit the signage to remain in its current location and, should the Committee agree to accede to the request, it would be appropriate for the retention of the signage to be regulated by way of a licence agreement, which would cover responsibility for maintenance and any public liability issues.  He stated that the absence of an agreement could enable the University to acquire rights to retain the signage and that any licence agreement should contain provisions for the termination of the arrangement and thus protect the Council’s position.  An alternative would be to request the University to remove the signage and relocate it to its own adjoining land.  However, in the interest of developing a good working relationship with the University, that was not considered to be appropriate at this time. 

            Accordingly, he recommended that the Committee agree to accede to the request which had been received from Queen’s University to permit the retention of its signage on the Council’s land, subject to an appropriate licence agreement to be prepared by the Assistant Chief Executive and notification to the Strategic Policy and Resources Committee, in accordance with Standing Order 60. 

            The Committee agreed to accede to the request. 

            The Director reminded the Committee that, by way of a lease dated 8th September, 1924, the former Belfast Corporation had been gifted the Drumglass Park, which at that time had contained a dwelling known as the Drumglass Gate Lodge.  The lease had incorporated a covenant which restricted the use of the site to “a public park or children’s playground”. 

            The Director reported that, during 1991, the Council had sold the Gate Lodge to a private individual under a long-term lease which restricted the use of the Gate Lodge for residential purposes only.  However, the lease had stipulated such use could be altered with the “prior written consent of the Council” and that such “consent could not be unreasonably withheld”.  He pointed out that the current owner of the Gate Lodge had applied for planning permission to change the use of the property to a “boutique retail store” and had written also to the Council seeking consent to that change of use.  The planning application did not appear to involve any structural alterations to the property other than the creation of a new pedestrian access point in the boundary wall fronting the Lisburn Road.  In addition, as the Drumglass Park had been gifted to the former Corporation, it was subject to charity law and any change of use which fell outside the terms of the 1924 lease would require the approval of the Department for Social Development’s Charities Branch. 

            The Director stated that the current owner of the Gate Lodge had stated that, whilst the property was located on the edge of the Park, it fronted onto the Lisburn Road and was situated in an area which had become a commercial location.  The owner had indicated also that the commercial activity in an adjoining car park took place on a 24-hour basis and thus made sleep difficult therefore rendering residential occupancy uninviting.  The owner rented commercial property currently on the opposite side of the Lisburn Road and would intend to transfer her business to the Gate Lodge.

            Accordingly, he recommended that the Committee grant approval for the proposed change of use of the Drumglass Gate Lodge from a residential property to a “retail boutique”, subject to the approval of the Charities Branch of the Department for Social Development.

            The Committee adopted the recommendation. 

            The Director reported that a request had been received from the Clonard Residents’ Association in relation to the creation of a mural on the wall at the recently constructed play area at Springfield Avenue.  He reminded the Committee that the Belfast Regeneration Office had met the construction costs of providing the play area and that the Council had undertaken the design and project management of the scheme and had accepted the transfer of the facility, its management and the maintenance liabilities associated therewith.  He pointed out that, during the construction phase, there had been ongoing problems with anti-social behaviour and that local residents were keen to take ownership of the facility in order to discourage such behaviour.

            The proposed murals would represent the views of children and young people in respect of the Clonard area and its history and a range of local organisations would be represented.  Funding for the project would be sought through the Integrated Services for Children and Young People Scheme.  Accordingly, he recommended that the Committee agree to accede to the request. 

            The Committee adopted the recommendation. 

            The Committee considered the undernoted report:

“1   Purpose

      The purpose of this report is to regularise the availability and use of containers and multi-sectional facilities by external organisations and groups on land managed by the Parks.

      Excluded from the report are containers and multi-sectional facilities that are owned and used by Belfast City Council only, or are used by Belfast City Council to provide changing or other accommodation and charged for as part of the service.  Sheds erected by allotment holders on their allotments are not included in this report.

2    Relevant Background Information

      The Committee is reminded that our Parks and Open Spaces are used to accommodate and support a wide and varied range of recreational and leisure activities; many of these are sporting oriented and require access to equipment.  However owing to the lack of internal space for storage of equipment and materials in yards, pavilions and bothies it has been necessary in the past to provide containers and multi-sectional facilities [the containers] to resolve this issue.

      In some instances the containers may be provided by and owned by the Council, in others the ownership will rest with an external organisation or group.  Appendix 1 provides a list of those containers owned by the Council and which have been provided for storage purposes for all users of the facilities. Appendix 2 relates to those containers owned by the Council but which are used exclusively by a single group or organisation and which require an appropriate legal agreement.  Appendix 3 provides a list of all those containers which are currently located on Council land, but which are owned by an external organisation or group for their own storage purposes and for which retrospective approval is required.  Appendix 4 provides a list of recent requests for containers for storage purposes which also require Committee approval, 2 of which are to be purchased by the Council, one will be bought by the Club and the fourth will be funded by Peace 111.

3    Key Issues

      The key issue for the Committee is to establish a consistent and regulated approach to the provision and use of containers.  

      It is proposed that for the purposes of this report that a container is defined in terms of its use and in this regard it is suggested that a container be viewed as a storage medium, and that that storage may be for sporting or other authorised equipment and materials , or for merchandise or appropriate food stock as necessary.

      It is further suggested that containers are usually inappropriate for use as meeting places, office accommodation, changing facilities etc.  In these latter cases, a more appropriate form of accommodation, temporary or permanent, would be considered and where necessary the appropriate statutory approvals sought together with an appropriate legal agreement. 

      It is also proposed that as a legal agreement is required when the owner is not the Council then Committee approval will be sought.

      Committee approval is not required as these are provided and owned by  ...  view the full minutes text for item 14.

            The Committee considered the undernoted report:

“1. Relevant Background Information

      In June 2010 a letter was received on behalf of Grove United requesting permission to install an anti vandal proof cabin at Shore Road Playing Facilities.  Grove United have a facility management agreement for the playing and changing facilities, and have established a close relationship with Malachions who are the other main user of the playing fields.

      The request for the cabin is to provide hospitality for visiting teams, many of which come from elsewhere in the province.  It is proposed by the Club that the cabin would provide a social area for tea and sandwiches after matches.

      The application was originally to be considered in the container report however as the use of the facility is for hospitality and not storage it has been submitted separately.

2.   Key Issues

      To date the Council has not granted permission for Clubs or groups to install facilities to provide hospitality on site for visiting sports teams or their members.  Approval for this facility will create a precedent and more such structures may be requested across all sites.

      Shore Road Playing Fields has already a pavilion and additional changing facility structure, which has temporary planning permission to May 2012.  This structure would be a third building unit on this small site.  In November 2010 Grove United and Malachions were given approval to submit within 6 months a detailed proposal for the development of Shore Road Playing Fields.

      The existing facility management agreement with the Club ends in July 2012.  The pitches strategy currently being developed should address the future of facility management arrangements and facility provision. 

      The site proposed for the installation of this cabin, is adjacent to the car park of the Metropolitan Church which is owned by the City Council and is part of the Corporate land bank.

      The anti vandal proof cabin will require the installation of electricity, hot and cold running water.  Planning permission and other necessary approvals will need to be sought by the Club.  Access to the facility for utilities, users and service purposes must avoid the car park area and be along the back of the pitches via the main entrance to the playing fields and the old pavilion.  

      The Council will need to supervise the use of such facilities during and after hours to ensure that no inappropriate use is taking place. 

3.   Resource Implications

      The Club are proposing to hire and install the cabin at their own expense, paying for the cabin to be linked to utilities and for any required statutory and legal approvals.

      There will be some additional resources needed to monitor the use of the facility and in drawing up the necessary licence agreement.

4. Equality Implications

      There are no adverse equality or good relations issues.

5. Recommendations

      Committee is asked to consider 2 options.

Option 1: To refuse permission for the installation of an anti-vandal cabin at Shore Road Playing Fields for hospitality purposes.  The reasons are –

·         it  ...  view the full minutes text for item 15.

            The Committee agreed to note the contents of a report in relation to the progress which has been achieved in respect of the completion and submission of the proposed first round heritage grant application in relation to the Tropical Ravine at Botanic Gardens. 

            The Director, with the consent of the Committee, withdrew the above-mentioned item from the agenda. 

            The Committee agreed to note the contents of a report in relation to the progress which had been achieved in respect of the digitisation of the Council’s cemeteries records. 

            The Committee agreed to note the contents of a report in relation to the sponsorship by Deep River Rock of new signage at the Belfast Zoo. 

            The Committee agreed to note the contents of a report in relation to the progress which had been achieved in respect of the refurbishment of the Dunville and Woodvale Parks. 

            The Committee considered the undernoted report:

“1  Relevant Background Information

      The Committee is reminded that at its meeting in August 2010 it received an update report on the Playground Improvement Programme.  Within the report reference was made to the Pitch and Mitch Playground, located in the former bus depot close to the Ardoyne shops.

      The Pitch and Mitch was constructed in 1998 and externally funded.  It has been the focus of ongoing antisocial behaviour and high levels of vandalism over the past 9 years.  Members will recall that an annual independent survey of the condition of playgrounds is carried out and that each facility is given a rating of 1 – 10, where (1) indicates that the facility is in a good condition and fit for purpose and is not in need of any works however a (10) would indicate that the Council should consider reviewing its use, close it, re-site it, or change its purpose. The development ratings were first incorporated into the independent playground inspection reports in 2005 and on that occasion the Pitch and Mitch facility received a rating of (6) which was described then as being a site particularly vulnerable to vandalism, in a poor condition and was recommended for capital works.

      This play facility has continued to slide into disrepair through heavy vandalism and it was in 2009 that it received the most severe rating of (10).

      In the 2010 playground inspection report, the playground inspector retained the development rating of (10) for Pitch and Mitch and also included an additional recommendation that if the Council decided on any future redevelopment, that the community should be directly involved in the process, both children and adults.

      At the August meeting the report highlighted a number of options:

1.      Construct a new playground;

2.      Construct a Multi User Games Area;

3.      Create amenity open space (a landscaped area);

4.      Consider alternative use;

5.      Dispose of the site

      At the request of one of the local Councillors a meeting with residents was held.   Those residents present accepted that there was little merit in undertaking to re-invest in the play area without a degree of confidence that the facility would be used positively for the benefit of the area.  For this reason, in the interim, a number of actions were put forward:

·         That the Council undertake some minor revenue works to repair the existing bitmac surface to enable football to be played using the frames which remain;

·         To re-open the facility;

·         That local school children undertake an arts based project to develop a sign for the park incorporating its name as a symbol of the communities commitment to reclaiming the facility;

·         That residents would work with Council Officers to prepare a revised design for the Pitch and Mitch to incorporate different elements of play for a wide range of age groups and which would be presented to the Committee for consideration later in 2011;

·         That Council Officers would monitor levels of anti social behaviour in the playground.

      The first  ...  view the full minutes text for item 21.

            The Head of Parks and Leisure reported that a request had been received from Translink inviting the Lord Mayor (or his nominee) to attend the Translink Ulster in Bloom Awards which would be held during March 2011.  She pointed out that the venue for the Awards had yet to be confirmed.  However, the Ulster in Bloom Awards were Northern Ireland’s longest standing community competition which was organised by the Northern Ireland Local Government Association and sponsored by Translink and the Northern Ireland Tourist Board.  In addition, the Council had participated at the event for the past twenty years and had donated a trophy annually.  Accordingly, the Head of Parks and Leisure recommended that the Lord Mayor (or his nominee) and one officer be authorised to attend the above-mentioned event. 

            The Committee adopted the recommendation. 

            The Committee noted a schedule of Support for Sport applications in relation to Small Development in Hospitality 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 Council’s Modern.gov website. 

            The Committee noted that a report in relation to the damage caused to the Council’s pavilions and changing rooms, as a result of the recent severe weather, would be submitted for its consideration at a future meeting.

            The Committee agreed that a workshop be held at 12.30 p.m. on Wednesday, 2nd February in order to enable Members to inform the review that had been commissioned of the business model at Belfast Zoo.