Agenda and minutes

            An apology for inability to attend was reported from Councillor Stalford.

            The minutes of the meetings of 10th and 21st 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 4th April.

            The Committee was reminded that, at its meeting on 10th February, it had agreed, in the interest of making an early appointment to the post of Assistant Director of Parks and Leisure, that authority be delegated to the selection panel to offer the post to the recommended candidate with the outcome of the process being reported back to the Committee for noting.

            Accordingly, the Committee was advised that the post had been advertised publicly on 3rd and 4th March in the Belfast Telegraph, the Irish News and the Newsletter, with a closing date of 18th March.  Twenty-seven applications had been received and, following shortlisting, eight applicants had been invited to attend an assessment centre on 6th April.  Thereafter, three candidates had been invited to attend for a final interview.  Subsequently, the selection panel had recommended unanimously the appointment of Mrs. Rose Crozier on the appropriate point of the salary band.  In addition, the panel had recommended a reserve candidate.

                                                                                                                                    Noted.

            The Committee considered the undernoted report:

“1  Relevant Background Information

            Members will be aware that this report was considered by the Parks and Leisure Committee at its meeting on 10th March, 2011 at which time Members agreed to defer it for one month to allow for party group briefings regarding the issues and recommendations contained within the report.  Party group briefings were delivered as requested over the previous month.

            The City of Belfast Crematorium currently provides cremation services to both residents and non-residents of Belfast and is the only crematorium in operation in Northern Ireland. 

            The number of cremations has been steadily increasing for the past number of years with cremations in Northern Ireland now accounting for 18% of total deaths (74% in the rest of the UK).

            Currently the crematorium is operating at full capacity and it is anticipated that the number of people choosing cremation will continue to rise in the future.

            Accordingly, as part of the Parks and Leisure improvement programme, the HR/Organisational Development unit together with staff and management have undertaken an operational review of the crematorium. The Institute of Cemeteries and Crematoria Management (ICCM) has been used during this review to provide technical advice and assurance.

            It is evident as the crematorium has now reached maximum capacity that current working arrangements need to be addressed.

            Current operating arrangements

·         The crematorium operates Monday to Friday 9.00 a.m. to 3.30 p.m. and Saturday 9.00 a.m. to 11.30 a.m.

·         There can be up to an eight day wait for cremation.

            Current staffing establishment

            The operational strand of the crematorium consists of:

·         1 x Crematorium Supervisor, Scale 5 plus contractual overtime and weekend enhancement

·         3 x Crematorium Technicians, Scale 4 plus contractual overtime and weekend enhancement.

In order to meet current operational requirements, staff are required to work regular overtime and agency staff are used to supplement permanent staffing levels (see table below for historical figures).

                                    2008/09        2009/10              2010/11

                                                                                (projected up

                                                                                                                                            to period 12)

Overtime Cost          £20,250        £25,310          £21,135

Agency Cost              £39,725        £32,615          £38,692

Total                           £59,975        £57,925          £59,827

In addition, regular operational support is provided by Cemetery Operatives.

2                    Key Issues

·         Staff and management have raised concerns that the current working arrangements are inefficient, impractical and risk impacting negatively upon service delivery.

·         Support provided by Cemetery Operatives was initially introduced as a temporary arrangement. However, due to the volume of assistance required, it is now causing a strain on their service delivery and the situation is becoming untenable.

·         A major area of concern is the length of waiting time for cremations.  This is largely due to insufficient capacity for any additional cremations based on the current staffing levels and the number of slots available per day.

·         Consideration must also be given to increasing future demand for cremations including the potential increase in revenue.

            Key findings

·         It is evident that the current staffing establishment of four is totally inadequate to meet the demands of the crematorium

·         Analysis of historical information i.e. agency, overtime spend and cemetery operative  ...  view the full minutes text for item 4.

            The Committee agreed to defer until its meeting scheduled to be held on 9th June consideration of the draft Parks and Leisure Departmental Plan 2011/2012.

            The Committee considered the undernoted report:

“1        Relevant Background Information

            Members are aware of the ongoing process to develop a playing pitches strategy and as part of this a number of reports have been considered by committee.  The latest of these was the special meeting of the committee on 21 March 2011.  An extract from the minutes is set out below:

‘Arising from discussion, Members expressed the following concerns:

• the Cliftonville playing fields and other facilities located in the North of the City had not been included within the list of viable sites for the delivery of phase 1; and

• that it appeared that adequate provision had not be   made for the future development of cricket and junior and ladies football provision.

In addition, several Members sought further information in relation to the matrix which had been utilised to score each viable site for development.

            After discussion, the Committee:

(i)                 noted that action plans would be developed for the delivery of objectives 1 and 2 contained within the report;

            (ii)        agreed that the weightings associated with the prioritisation matrix be amended as follows:

·         Need 30%

·         Proximity 10%

·         External Funding 20%

·         Partnership 10%

·         Intensification of use 20%

·         Reputational Risk 10%; and

(iii)   agreed to defer consideration of the prioritised lists for pitches and training facilities to enable further information to be obtained.’

Since the special Committee officers have been working to address these concerns and the information requested is detailed in the following sections. 

2                    Key Issues

2.1       Juvenile provision

Members queried the provision that is currently being made for juveniles, in particular junior soccer, and whether it was meeting the need across the city.

An analysis of current usage shows that 6 youth soccer leagues are allocated a total of 66 pitches across the city on Saturday mornings for their matches.  A total of 5 pitches are used on Sundays for junior soccer.  The teams that make up the junior soccer leagues range in age from under 10s up to under 18s.  Five GAA clubs book pitches at Cherryvale, Boucher and Cliftonville for juvenile matches and one rugby club use a pitch at Cherryvale for its junior team.  These pitches are not allocated and are booked on a first come basis.

Currently juvenile games for all sports are played on the full size pitches and the leagues/clubs mark out smaller areas with cones if this is required.  The leagues have not requested that the council mark out pitches for junior games.  The council currently provide smaller portable posts at Cherryvale; and a request has also been made for smaller portable posts at Boucher Road and this is currently being considered.

Consideration could be given to converting several full size pitches into junior soccer pitches; there are several pitches that are not currently used by senior leagues (one at Boucher Road and one at Strangford Avenue) or only on an occasional basis (four at Victoria Park).  If this option was considered the impact on older teams would need  ...  view the full minutes text for item 6.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

            Members will recall the report presented in February on the review of fees and charges for burials and cremations which was agreed at Council on 1st March.

            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 2011/12 estimates.

2.         Key Issues

            At February Parks and Leisure Committee Members agreed that:

(i)         in relation to the provision of new graves for Belfast residents, option 1 be adopted, that is, no price increase;

(ii)        in relation to the provision of new graves for non – Belfast residents, option 2 be adopted, that is a 5% increase;

(iii)       in relation to those cremation charges applicable to Belfast residents, option 1 be adopted, that is, no price increase

(iv)      in relation to those cremation charges applicable to non-Belfast residents, that a 10% increase by levied each year over the next four year period; and

(v)       a review be undertaken over the next six months in respect of all charges levied in connection to the council’s provision of cemeteries and cremation services.

            The above decision has implications in relation to the budgeted estimated provision for 2011/12 for the service as they do not provide for an inflationary increase in costs to the service or generate the level of income estimated.

3.   Resource implications

      Financial

      The analysis of the current levels of demand by residents and non residents indicates a potential loss of income in relation to burials is £24,000.  However as 61% of current users of the crematorium are non residents with the 10% increase in charges agreed there is the potential to gain approximately £10,000.  The net loss in relation the charges set would be £14,000 approximately.  Again these figures are subject to demand and are based on the trends experienced in 2010/11 year to date.

4.   Equality and good relations implications

      An equality impact assessment of the scale of charges within the service was previously carried out and all issues were addressed at that time.  No changes have been made to the principles underpinning their rationale.

5.   Recommendations

      Members are asked to note the contents of the report.

6.   Decision Tracking

      New pricing schedule implemented from 1st April 2011 as per the recommendation adopted to be carried out by the Business Manager and reflected in the estimates going forward where applicable.”

            Arising from discussion, a Member referred to a recent case in which, at the request of the coroner, a sample of human tissue had been held back from burial.  Thereafter, the deceased person’s widow had been charged a fee once again to reopen the grave.  He expressed the view that that was unfair and that sensitivity and discretion should be used in such cases and he suggested that the Director of Parks and Leisure be delegated authority to waive fees at the Cemetery and Crematorium where he  ...  view the full minutes text for item 7.

            (Ms. D. Thornton, Principal Solicitor, attended in connection with this item.)

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       By a 99 year lease dated 29th December, 1995 the council leased approximately 0.3 hectares (0.74 acres) of land at Whiterock Close to the “trustees of BlackmountainIrish Medium School”.  Four named trustees signed the lease.  Some time in early 2005 the school moved to another site and in June 2006 because of anti-social behaviour on the site, the site was cleared of buildings and levelled.  The site has remained undeveloped since.

1.2       At a meeting on 19th June, 2009 the Strategic Policy and Resources Committee provided authority for the council to accept surrender of the 99 year lease from the school trustees.  The Committee also agreed to defer a decision on the pursuance of arrears. Following this, council officers prepared a Deed of Surrender for signature by the trustees.  The completed Deed of Surrender was returned to the council on 14th January, 2011.  As a result, control of the site has now been returned to the council.

1.3       Arrears of Rent

            Historically the school paid rent quarterly on demand but around the time the school moved to a new location, and vacated the site at Whiterock Close, regular payments came to an end.  The last regular payment was made for the period up to 30th August, 2005.  Since then the only payments received were in April and June 2008 to cover three periods in 2006.  No payments have been made since.

1.4 Around the time the school moved off site, two of the four school trustees (who were developing an adjoining site with social housing) approached the council to seek variation and extension of the lease to allow elements of commercially orientated development on the site.  Under the auspices of the then Head of Recreation and Community Development, discussions on the future of the site ensued with school representatives.  During this period the council sought, and were provided with, assurances regarding the payment of arrears of rent, including:

(i)          Letter dated 9th June, 2006 from the school Principal stating the trustees will abide by the conditions of the lease;

(ii)         At meeting on 18th July, 2006, school representatives (including one trustee) agreed arrears would be settled shortly;

(iii)        At meeting on 16th November, 2006, school representatives agreed to forward a letter setting out proposals for clearance of arrears;

(iv)       Letter dated 16th January, 2008 from one of trustees saying the trustees have agreed to pay outstanding rent arrears; and

(v)        Letter dated 25th November, 2008 from the school Principal saying that some outstanding invoices had been passed for payment.

1.5       In view of the continuing non-payment of rent and other issues, a report was brought to Parks and Leisure Committee in March 2008 in relation to the trustees request for conversion of the their leasehold interest to an unrestricted freehold interest.  The report also highlighted potential for termination  ...  view the full minutes text for item 8.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       In early March 2011 the council were approached by the architect acting for Lenadoon Community Forum (LCF), representatives of Lenadoon Community Forum (LCF) and Suffolk and Lenadoon Interface Group (SLIG) regarding the proposed construction of changing accommodation on Housing Executive land which lies between council owned sites at Horn Drive Community Centre and Lenadoon Millennium Park.  The area outlined red is being purchased by LCF from the Northern Ireland Housing Executive (I).

1.2       It is understood LCF are developing changing accommodation for players using the nearby pitches at Lenadoon MillenniumPark.  The construction of the changing accommodation is being funded by Sport NI.  As part of the grant conditions Sport NI had required LCF to spend a substantial proportion of the grant aid this current financial year (i.e. before 31st March, 2011).  Council officers were informed that failure to spend the relevant grant aid within this timescale would put the entire project at risk.  Sport NI has however now relaxed this requirement to allow LCF to obtain good title to the necessary lands, provided this is in place before mid-June 2011.  LCF currently have a facility management agreement with the council in relation to operation of Lenadoon MillenniumPark.

1.3       Following the approach from LCF it was discovered that the forum wished to use portions of council owned land to facilitate the construction of changing accommodation for which they already had planning permission.  In essence the building, as designed, was too big for the site which LCF were purchasing from the Housing Executive and LCF required additional land to allow construction to proceed.  Council officers from Community Services (Development Department) and Parks and Leisure Department have considered the various proposals from LCF.  Input was also provided by the Estates Management Unit and the council’s Security Manager.  It was considered that the least detrimental solution in relation to the council’s existing land holdings would be to permit development into part of Lenadoon MillenniumPark to facilitate the construction of the LCF changing accommodation.  This solution, together with some additional security measures along the roof of the new building, were seen as going a long way towards eliminating any additional risks to the site security of the council’s adjoining Horn Drive Community Centre.  The total incursion into the LenadoonMillennium Park site is a strip measuring approximately 1.85 metres wide by approximately 23 metres long, which LCF would need to purchase/lease from the Council to accommodate part of the footprint of the new building.

1.4       Following discussions with the architect and contractor, in relation to proposed temporary use of council land as a contractor’s compound, the architect and contractor sought a working width of 3 metres of the park (this is in addition to the strip referred to in the previous paragraph).  Officers considered this was on the limit of what was acceptable given the proximity to the council’s adjoining playground at Lenadoon MillenniumPark.

2          Key  ...  view the full minutes text for item 9.

            The Committee noted a report in relation to the progress which had been achieved regarding the transfer of land at the Belmont Park to the Strathearn School.

            In addition, the Committee noted that, following the land transfer a number of local residents had expressed concern regarding the transfer and the works which had been carried out by the school’s contractor on the site.  As a result, the residents had formed a Friends’ Group and were working closely with officers to formally constitute the Group in line with the Department’s Friends’ Group policy.  Officers would be working with the new group to develop a plan to help mitigate the impact of the transfer of the land to the school and to identify opportunities for new events and other activities in Belmont Park.

            The Committee agreed to defer until its meeting scheduled to be held on 9th June consideration of a report in relation to access by the Gallaher Bowling Club to the Council’s land known as the Black Path located off Severn Street.

            The Committee was advised that, during July, 2010, a request had been received from the Friends of the Grove Park to establish a community garden at the Park.  Since that time, there had been a series of meetings with the Friends Group and other stakeholders to develop the idea and to establish a time-frame for its delivery.  In addition, the Group had partnered with Groundwork Northern Ireland to assist with the Project.

            The Director reported that the Friends of the Grove Park had been in existence since January, 2009 and had delivered many events and activities within the Park, including tea dances in the bowling pavilion and family festivals which had encouraged participation and increased the health and wellbeing of park users.  The Group had secured various amounts of funding to assist with the delivery of its events, activities and initiatives and had identified the Community Garden as a viable project which would:

·         encourage community involvement and participation through growing fruit and vegetables;

·         promote health and wellbeing;

·         encourage physical activity;

·         raise awareness of healthy eating;

·         provide home grown sustainable food;

·         promote shared space; and

·         address and tackle health related illness.

            The Group had been working with Groundwork to address several key issues, such as supply and demand, sustainability, the identification of a suitable and secure area within the park for the garden and landscape plans and costs.  An application for funding in the sum of £50,000 for the project would be submitted to the Alpha Fund during June and the Council would be requested to contribute 10% of any amount received.  The Director stated that, should the Group be successful with its application to the Alpha fund, the community garden would be managed in accordance with the Council’s Developing Community Gardens and Allotment Strategy.  Accordingly, he recommended that the Committee agree to support the submission of the application to the Alpha programme in respect of the Group’s development of a Community Garden at the Grove Park and grant approval for the construction of the Garden at an appropriate area within the Grove Park.

            The Committee adopted the recommendation, granted the approval sought and agreed to contribute 10% of the amount received by the group from the Alpha Fund.

            The Committee considered the undernoted report:

“1  Relevant Background Information

1.1The Committee is asked to note that the council has received a request for the use of the summer soccer playing fields in Ormeau Park for Vital Festival concerts in August 2011, with an audience of approximately 35,000 people per day, from Denis Desmond, of MCD Productions, Park Road, Dunlaoghaire, Co Dublin.

2    Key Issues

2.1       The key issues for the Committee to consider are:

1.     The Council wishes to promote the use of its parks and open spaces and where appropriate will permit the use of these facilities for large events and concerts.

2.     In this particular instance the council has received a request for a minimum of two and a maximum of three concerts between 22 – 26 August 2011, each based on a 35,000 capacity each show.

3.     The concert promoter is aware of the normal charges applied for concerts i.e. £2 per person for the first 11,000 and £3 for each person thereafter.  For 3 concerts with a maximum of 35,000 people attending the potential fee would be £304,000.  However on this occasion the promoter has offered the council the sum of £20,000 per show day, giving an income of £40,000 for the minimum 2 shows and £60,000 for the 3 shows.

4.     The committee should be aware that another promoter has accepted the charges outlined in paragraph 3 this year and permission was granted accordingly for a concert in Botanic Gardens in June 2011.  These charges have been paid previously for an event at the North Foreshore and there is a need for the council to act in a consistent way in setting out the terms and conditions for hiring of land.

5.     The concert promoter is aware of the need for the payment of a Bond of Intent of £10,000 which must be completed prior to confirmation that the venue shall be available.

6.     A bond of reinstatement for £40,000 shall be paid prior to the event taking place and be part of the legal agreement.

7.     The promoter has indicated that alcohol will be sold at the concerts.

8.     The park will remain open as usual during the concerts as a ten foot high fence erected on the boundary of the concert area, shall demarcate the event.

9.     The operational management of the event by the promoter shall require the exclusive use of the Ozone car park from 22 – 26 August 2011 and partial use in the remaining period of 13 – 31 August 2011.  This would have significant impact on the operation of the Ozone Centre.  The loss of income is estimated at approximately £6,000.

10.   The promoter has confirmed that the park and Ormeau Embankment would be cleansed from litter during and after each event by a hired service provider at his expense.

11.   The event would be subject to the preparation of an event management plan which would cover all aspects of management including health and  ...  view the full minutes text for item 13.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       The Committee will recall that it has received a series of update reports over the past number of years regarding the refurbishment of Dunville Park and Woodvale Park.  These two parks were selected for refurbishment as part of the parks improvement agenda in conjunction with the Belfast Regeneration Office (BRO) neighbourhood renewal work.

1.2       At its meeting on 15th October, 2009 the Parks and Leisure Committee agreed to commend the proposals for the refurbishment of Woodvale and Dunville Parks to the Strategic Policy and Resources Committee for advancement to the ‘committed’ section of the capital programme. 

1.3       Subsequently at its meeting on 19th February, 2010, the Strategic Policy and Resources Committee agreed to advance the proposals subject to budget limits and £1m match funding being provided by the Department for Social Development (DSD) for each park.

1.4       The current position is that the proposals for both schemes are currently with the Planning Service and a decision from the Department for Social Development (Belfast Regeneration Office) regarding matched funding was announced on 24th March, 2011.

1.5       Economic appraisals have been carried out on behalf of the Department for Social Development (Belfast Regeneration Office) and the recommended options are as follows:

            Dunville Park: Option 2

            Woodvale Park: Option 4a

1.6       An extract from the economic appraisals which sets out the options considered is attached.  An illustration of the proposed preferred options is attached.

1.7       The project programme anticipates invitation of tenders in September 2011 to enable work to commence towards the end of 2011.

2          Key Issues

2.1       The recommendations of the economic appraisal are little changed from the outline proposals but as part of the gates process the committee must confirm the recommended proposals from a service perspective. 

3          Resource Implications

3.1       Financial

            There are no additional financial implications; provision of £1m to be funded by loan has been made for each of these proposals in the capital programme. 

3.2              Human Resources

            There are no additional human resource implications

3.3              Asset and Other Implications

            The undertaking of the works will enhance the quality of life for residents of the surrounding area. 

4          Equality and Good Relations Considerations

            None.

5          Recommendations

5.1       It is recommended that the Committee agree to proceed with the refurbishment of the both the Woodvale and Dunville parks on the basis of the option recommended in the economic appraisal and to commend this decision to the Strategic Policy and Resources Committee.

6          Decision Tracking

            Quarterly reports will be brought to committee to provide an update on the progress in respect of the two proposals.”

            The Committee adopted the recommendations and noted that a copy of the economic appraisals were available on the modern.gov website.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

            The Committee will recall that at its meeting on 10th March, 2011 it agreed to change the recommendation of the report regarding Suffolk playing fields and to accede to the request from the Suffolk football club to refurbish one of the disused pitches at the facility.  In order to provide the necessary direction to officers this report sets out the background to the request together with the policy and legislative context for the decision. 

            Members are reminded that Suffolk playing fields are currently managed in part by Suffolk football club under a facilities management agreement.  There are 5 pitches on the site, 2 of which are unused and require refurbishment and drainage.  There are no plans at this time to undertake this work.

            Members are aware of ongoing discussions regarding the draft pitches strategy. 

            Council officers have, at the request of the football club, met with its representatives to discuss its development proposals.  The football club plays an important role within the small community housed within the Suffolk estate and wishes to further support and contribute to that community through making the best use of its resources and the surrounding facilities.  The club itself has aspirations for its own future development and its ambition to play at a higher level.  

            To support these aims the club has prepared a preliminary development proposal which contains two phases:

·         Phase 1 relates to the refurbishment of one of the two unused pitches to bring it into use; the cost of this would be met through a grant for £30,700 from the Alpha programme which is administered through Groundwork NI.  In addition, the club would, at its own expense, erect perimeter and spectator fencing and undertake additional work regarding access.  It should be noted that the pitch would not be available for use until the start of the 2012/2013 season.  Members are asked that the club would request preferential use of this pitch, in line with the facilities management agreement, when it becomes playable.

·         Phase 2 of the proposal relates to the construction of additional changing facilities, this would be on land adjacent to the pitch, and would be in addition to the existing changing facilities; it is our understanding that the new facility would primarily be for the use of the club and its opponent teams, although at this time there is little detail available.  The provision of this facility would require significant external funding; it is likely to require security of tenure as part of the terms and conditions of the funding and it would require the necessary statutory approvals, planning, building control etc.  The exact implications for the council, if any, are not known.

            The current position is that the club has received conditional approval from Groundwork NI in respect of their application for funding to refurbish the pitch as outlined as part of Phase 1. Unlike other funding bodies there is no specific requirement from Entrust as regards security of  ...  view the full minutes text for item 15.

            The Committee was reminded that, during 2008, Groundwork Northern Ireland had, through the European Union Peace III Programme - Building Positive Relations at a Local Level, been awarded £998,000.  The Director reported that the programme, which was operational throughout Northern Ireland and the Republic of Ireland, aimed through regeneration projects to reduce sectarianism and racism.  Groundwork’s programme entitled “Reconciling Communities Through Regeneration” would run until August and had four key objectives:

(i)                  the development of key skills for peace and the creation of opportunities for inter-group dialogue, cross-community relationship building and networking;

(ii)                working strategically with the Peace III clusters;

(iii)               building positive relationships at a local level in order to achieve positive change; and

(iv)              addressing contested physical space issues, with the aim of regenerating those spaces and removing the physical manifestations of segregation.

            The Director reported that, following consultation with the Council and representatives from the Tiger’s Bay, Mountcollyer, Parkside and Newington areas and, as part of its Regional Programme, Groundwork had proposed the Alexandra Park as a specific project.  This was in addition to the project work which the Council was initiating at the site, such as the People in Parks Youth Intervention and the Anti-Social Behaviour Programmes.  It would complement also other ongoing work by the Council on good relations, community safety and the proposals within the Neighbourhood Renewal Action Plan for the area and would dovetail with the Council’s proposals for the promotion of shared space within the City.

            The Director advised the Committee that a Steering Group had been established during 2009 to improve usage and develop regeneration proposals for the Park.  Those proposals had been developed with representatives from the Council, the Department of Justice, the Office of the First Minister and Deputy First Minister and the Police Service of Northern Ireland and had subsequently been approved by the Parks and Leisure Committee at its meeting on 11th November, 2010.

            Alongside ongoing discussions and dialogue with community representatives, Groundwork Northern Ireland had conducted a survey to gauge residents’ opinions in relation to enhancing access to the existing peace line and the side entrance to the Park.  The results of the survey had indicated that 92% of respondents would like to see increased access at the interface wall and that 91.5% of respondents would like to see increased access at Alexandra Park.  The Department of Justice which owned the wall had indicated that it would be willing to meet the costs associated with the purchase and installation of a gate within the walled structure of the Park.  It had been proposed that, on a pilot basis, there would be a negotiated opening and closing time of 9.00 a.m. till 3.00 p.m. Monday to Friday.  However, it was envisaged that the gate would remain locked until such time as the community felt sufficiently confident to pilot opening hours.  There was unanimous support for those proposals from the Steering Group and various community groups.  The Director recommended that, in order to enable the  ...  view the full minutes text for item 16.

            The Director reported that, since 2005, the Council had approved free access to the Council’s Leisure Centres by participants in the Summer Intervention Programme during the period from 1st July till 30th September.  That access had been subject to availability and the Programme being responsible for any additional staff costs incurred by the Council.  Permission was granted also to requests which had been received from bona fide interface groups within the City for similar use of the facilities.

            He pointed out that the evaluation process in respect of the Summer Intervention Programme 2010 had been positive and community groups had indicated that free access to Leisure Centres had enhanced their capacity to deliver the programme.  In addition, verbal confirmation had been received from the Office of the First Minister and the Deputy First Minister indicating that funding for a Summer Intervention Programme 2011 would be provided.  The Good Relations Partnership had also granted approval to proceed with the programme, subject to the receipt of the official letter of offer.  It was estimated that, during the previous financial year, free access had cost the Council approximately £200 and it was not expected that the potential uptake during 2011 would be significantly greater.  Accordingly, he recommended that, due to the fact that the programme would assist in easing tensions at key dates over the summer period and would have a positive effect on good relations throughout the City, that the Committee agrees to:

(i)                  the programme being granted free use of the Council’s Leisure Centres during the period 1st July till 30th September, subject to availability and to the receipt of the letter of offer from the Office of First Minister and the Deputy First Minister; and

(ii)                requests received from other bona fide interface groups within the City being granted similar use of the facilities.

            The Committee adopted the recommendations.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       The Committee is reminded that the development of the Mary Peters Track (MPT) has been under consideration for a number of years.  At its special meeting on 9th February, 2011 council agreed to undertake the development of the Mary Peters track and agreed that it be included within the capital programme. 

1.2       Prior to the above decision, at the meeting of Strategic Policy and Resources (SP&R) Committee on 22nd October, 2010 it had been agreed that in order to be ready for the forthcoming World Police and Fire Games in August 2013 that the Mary Peters Track would need to be upgraded to include an 8 lane track, spectator stand and associated works.  Strategic Policy and Resources also agreed that officers would undertake some preliminary works in advance of the Council approval for the scheme as part of the rate setting process. 

1.3       An economic appraisal (EA) has been completed and it is now necessary to seek agreement from the Parks and Leisure Committee to proceed with the recommended option, from a service perspective, and to make an appropriate recommendation to Strategic Policy and Resources. 

2          Key Issues

2.1       The economic appraisal set out the project aims and objectives as:

1.      Provision of a modern athletics/sporting facility for the Greater Belfast area and Northern Ireland as a whole;

2.      Development of an athletics venue that will provide the basis for attracting UK and international athletic events to Northern Ireland;

3.      Provision of a facility that will maximise the number of spectators who attend events at MPT;

4.      Development of a facility that will complement the wider offering at the adjacent Queen’s University Playing Fields (‘The Dub’);

5.      Development of a venue that will facilitate the World Police and fire Games in August 2013

2.2       The EA has been completed in accordance with DFPNI guidance and includes a strategic context; an assessment of need and the range of monetary and non monetary costs and benefits.  A copy of the EA is available upon request. 

2.3       The options considered were:

            Option 1   – Do Nothing

            Option 2   – Do minimum

            Option 3   – New 6 lane standard specification track

            Option 4a – New 8 lane standard specification track

            Option 4b – New 8 lane standard specification track and spectator stand

            Option 5a – New 8 lane IAAF specification track

            Option 5b – New 8 lane IAAF specification track and spectator stand

2.4       Three options have been selected for consideration:

·         Option 1 would result in closure of the track and this would likely happen by the end of 2011, however, clearly this would not meet the objectives as set in the EA and is therefore not recommended.

·         Option 3 would meet some of the objectives; however, the EA concludes that 6 lane facilities do not tend to attract events.  Therefore, option 3 would support the delivery of an athletics training facility but would not have the potential to attract events to  ...  view the full minutes text for item 18.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       In February 2011, the Council received an invitation from Heritage Lottery Fund (HLF) to submit an on-line response to their consultation “Shaping The Future – Consultation on The Heritage Lottery Fund’s Strategic Framework 2013-2019”.  HLF is seeking responses by 26th April, 2011.

1.2       It was agreed that the Parks and Leisure Department would coordinate preparation of a response on behalf of the council.  The Policy and Business Development Unit has prepared a draft response following a request for input from relevant officers across the council. 

2          Key Issues

2.1       The aim of the consultation is to seek views on HLF’s proposed strategic framework from 2013 onwards.  Full details of the consultation are available at http://www.hlf.org.uk/consultation2011.

2.2       In summary, the consultation asks for views and comments in three sections:

1.      “Our Strategic Framework and How We Work”, including:

·         future strategic aims and priorities; and

·         the application process and support for applicants and grantees.

2.             “Our Current Grant Programmes”, including:

·         proposals for open programmes (eg heritage grants, including simplified processes and revised budgets); and

·         proposals for current targeted programmes (ie Young Roots, Landscape Partnerships, Parks for People, Repair Grants for Places of Worship, Townscape Heritage Initiative).

2.             “Additional Opportunities and Challenges”, including:

·                  proposals to address climate change;

·                  proposals for digital heritage;

·                  funding for innovation;

·                  proposals for heritage skills development; and

·                  proposals for acquisitions and collecting.

2.3       Respondents are required to complete a (largely multiple choice) on-line survey.  This has now been completed in draft form by officers and awaits final submission subject to approval by Members.   Because the draft response sits within HLF’s on-line system, it is not readily accessible for review.  However, the following summarises key views expressed within the draft response on issues which are of particular relevance to the Council:

·         HLF should target more funding at strategic priorities identified through discussion with councils, and solicit applications for new projects accordingly;

·         significant funding is still required for historic buildings and monuments, landscapes, parks, ships and maritime heritage, and wildlife and conservation;

·         HLF should work closely with organisations to identify needs at the local level;

·         HLF should provide appropriate support to applicants, simplify the application process for grants, and clarify such issues as the position regarding multiple applications from individual organisations;

·         HLF should facilitate partnership working between the heritage sector, community organisations, local and central government and other agencies, and potential private donors;

·         HLF should continue to welcome larger grant applications for major projects, and should continue to apply the recent reduction in partnership funding requirement;

·         Parks for People remains a priority targeted funding programme, and that HLF’s proposal to include cemeteries in this programme is welcomed;

·         HLF could support communities' engagement with place-based heritage by ensuring effective dialogue with local councils with respect to any proposed transfer of heritage assets, to ensure complete understanding of requirements, limitations etc;

·         HLF’s proposals to fund digital heritage projects are welcome; and

·         Belfast City Council would welcome the opportunity to  ...  view the full minutes text for item 19.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

1.1       The Committee is asked to note that the council has received a request for the use of Botanic Gardens for an event called “Dinner in the Sky” in June and July 2011 from Kirk Jordan, JKD Events.

            Dinner in the Sky is described as “a unique event that transforms an ordinary meal into a magical moment that will leave a lasting impression”. The promoter states that the event has taken place in 32 countries at around 2500 events.

            The Dinner in the Sky event in Belfast will be the first stop of its UK tour.  Dinner in the Sky can cater for 22 guests around the table with a personal chef and two assistants in the middle.  Dinner would be served 50 metres above ground.  There would be 9 lifts per day (two breakfast lifts, 2 lunch lifts, 3 drinks and canapés lifts and 2 dinner lifts).

2          Key Issues

2.1       The key issues for the Committee to consider are:

1.      The Council wishes to promote the use of its parks and open spaces and where appropriate we will permit the use of these facilities for events.

2.      In this particular instance the Council has received a request for an event operating from 17 June to 4 July 2011.  Set up shall commence on 15 June and take down shall be completed on 6 July 2011, for a total period of 22 days the event operation shall be on site.

3.      The promoter has indicated two locations for consideration, the Great Lawn and the Bandstand area, however it is proposed that the Great Lawn is not used for this purpose but that the bandstand area is offered instead.

4.      Cool FM is the media sponsor and shall broadcast on the opening day at the event.

5.      On one evening the promoter proposes to have a charity night which shall raise money for the Cash for Kids Charity.

6.      The “table” has capacity to accommodate 22 people, it is lifted approximately 50 metres above ground level into the air.

7.      On each day of the event from 8.00am to 9.30pm, there shall be possibly 200 paying customers.  Ticket prices for customers vary from £25 to £70 per person.

8.      The promoter has indicated that alcohol shall be available at the event.

9.      Botanic Gardens shall remain open as usual during the event and the promoter shall employ security to assist with the stewarding of the event.

10.    The event shall adhere to the entertainment licence requirements.

11.    The event would be subject to the preparation of an event management plan which would cover all aspects of management of the event.

12.    A fee of £2,000 is proposed for the use of the bandstand area within Botanic Gardens plus a bond of reinstatement of £1,000 (for the ground) to be paid prior to the event taking place and which will be part of the legal agreement.

13.  ...  view the full minutes text for item 20.

            The Committee was reminded that, at its meeting on 14th January, 2010, it had considered a request which had been received from the Department of Agriculture and Rural Development, Veterinary Service requesting that the Council enter into a contingency rental agreement in relation to the use of the car park areas at the Danny Blanchflower Stadium and the City of Belfast Playing Fields, which had been considered suitable for use as Delivery Operations Centres in the event of an outbreak of epizootic disease such as avian influenza, newcastle disease or foot and mouth disease.

            The Director stated that the Department had proposed to have rental type agreements drawn up in advance which could be activated as and when the premises were required and, as part of its contingency planning arrangements, it had indicated that it was committed to taking all possible measures to contain future outbreaks of epizootic disease and thereby minimise the economic impact on the community.  At that time, it had been indicated that various parts of the sites were required as Delivery Operations Centres and normal activities could continue on other parts of the site, including the pitches.

            Accordingly, the Committee had granted authority for the Department of Agriculture and Rural Development to use part of the premises at the Blanchflower Stadium and City of Belfast Playing Fields as Delivery Operations Centres during outbreaks and had agreed that an appropriate Licence Agreement be prepared by the Director of Legal Services to protect the Council’s interests and to meet all statutory requirements.  However, the Department, on submission of the draft Licence Agreement and associated maps, had realised that it would require full access to the office, yard and bothy facilities at both sites.  The Director stated that this had not been made clear from the Department’s original request and that full access to the above-mentioned facilities would have a significant impact on operational use and that this had not been brought to the Committee’s attention at its meeting on 14th January, 2010.  Therefore, in order to enable further discussions to be held, the Licence Agreement had not been progressed.

            The Director pointed out that, an alternative site, the Beechvale Farm, which facilitated the Council’s horticultural nursery, had been suggested to the Department.  Thereafter, a meeting had been arranged to assess the site, which had been deemed as suitable for use and the Department had subsequently requested the use of the Beechvale Farm Nursery bothy area for use as a Delivery Operations Centre.  In addition, it had confirmed that it would still like to use parts of Blanchflower Stadium and the City of Belfast Playing Fields as Delivery Operations Centres.  However, due to the Council’s operational requirements at those sites, the Department had indicated that they would only be used as a last resort.  Accordingly, he recommended that the Committee approve:

(i)                  the request which had been received from the Department of Agriculture and Rural Development, Veterinary Service to use part of the Beechvale Nursery Farm as a  ...  view the full minutes text for item 21.

            The Committee was reminded that, at its meeting on 10th September, 2009, it had granted approval to provide an annual grant of £28,720 to the Belfast Hills Partnership for the period from April, 2010 till March 2013.  The Director reported that the Partnership brought together a range of partners from local government, environmental groups, local business, quarry and farming representatives and local communities to promote the Hills and to take steps to protect its resources.  The work of the Partnership and its members over the last number of years had resulted in the development of accessible Open Spaces on the Hills and additional walking routes.  He informed the Committee of the Partnership’s recent success in attracting £1.17 million in funding from the Heritage Lottery Fund in order to support the development of a major Landscape Partnership Scheme within the Belfast Hills.  The proposed Scheme would support the delivery of thirty different projects aimed at mitigating threats to the landscape, enhancing community involvement and access and the provision of training to volunteers.  The success of the Partnership in attracting that level of funding would raise the profile of the Belfast Hills as an important tourism attraction.

            The Director pointed out that, whilst the funding would cover a range of capital schemes and support some revenue initiatives, the Partnership had contacted the Council to request additional financial support to meet core staff and project costs and those costs associated with additional work which would be carried out within the Council’s area.  Accordingly, the organisation was seeking an additional funding commitment from participating Councils and had already secured £94,000 from the Northern Ireland Environment Agency.  In addition to its annual grant, the Council was being requested to contribute an additional £2,050 during the 2011/2012 financial year and an additional £8,180 per year towards staff costs over the next four years.  The Belfast Hills Partnership was also asking the Council to extend its period of annual funding from March, 2013, until the end of March, 2016.

            The Director stated that, should the Committee agree to accede to the request, potential works scheduled for Council properties, such as the Cave Hill Country Park and Ligoniel Park, would include path improvements, new path works, community biodiversity projects, heritage interpretation, installation of visitor counters and junior orienteering routes.  Those projects would help to encourage local people to get involved in managing their environment through volunteering opportunities, consultations and events as well as the associated physical and mental health benefits.  He recommended that the Committee agree to:

(i)                  provide an additional £2,050 in funding during the financial year 2011/2012;

(ii)                increase the annual grant paid to the organisation from £28,720 to £36,900 with effect from 1st April, 2012; and

(iii)               extend the funding period from March, 2013 till March, 2016.

            The Committee adopted the recommendations.

            The Director of Parks and Leisure reminded the Committee that the Bonfire Management Programme was a Council-led initiative which sought to bring about enhanced management of bonfires in Belfast.  He advised the Committee that the Woodvale and Cambrai Youth and Community Association had been active participants on the programme for a number of years.  During 2007, the group had been involved in the design of a Bonfire Beacon which had been developed as an alternative to the traditional 11th July bonfire.

            The Group had ran successful Beacon events, which included a range of community activities, during 2008 and in 2009, with over six thousand people having attended each year.  The staging of the event had been approved by the Parks and Leisure Committee on each occasion and, during 2010, a Bonfire Frame had been utilised as an alternative to the Beacon and had been considered as a successful alternative similar to the Beacon.  The frame was based on a bed of sand and had proven to cause no damage to the ground surface.  In this regard, the Council had received a further request from the Association to hold a similar event at the Park during 2011 which would include the use of the Bonfire Frame, a range of family based activities and a music event.

            In order to comply with all statutory requirements, an event management plan would be required.  The organisers would be required to liaise with Council officers, the Northern Ireland Fire and Rescue Service, the Police Service of Northern Ireland and other statutory agencies.  Accordingly, the Director recommended that the Committee grant authority for the cultural event to be held at the Woodvale Park on 11th July, subject to satisfactory terms being agreed and on the condition that:

(i)                  the event organisers resolve all operational issues to the Council’s satisfaction;

(ii)                an appropriate legal agreement was signed and adhered to; and

(iii)               the event organisers meet all statutory requirements, including entertainments licensing.

            The Committee adopted the recommendation.

            The Committee was informed that a request had been received from the Director of the Belfast Festival at Queens in relation to the use of the Botanic Gardens for an Enchanted Evening Garden Event during the period from 26th till 29th October.  The organisers had indicated that the event would commence at 7.00 p.m. and end before 10.00 p.m.

            The Director reported that the Evening Garden Event would complement the Council’s celebrations which would be held over the Halloween weekend.  It had been described as an unique artistic event incorporating both local and international artists and would transform the Gardens into a magical garden providing a spectacular experience for both young and old.  The theme for the 2011 event was still under development but it was anticipated that it would involve a family-based theatre production.  The organisers had requested also that the Council provide £25,000 to cover the costs of installing and maintaining both the outdoor lighting supply and the lighting required to illuminate the Park.

            He reported that, in relation to the 2010 event, the organisers had requested £2,000 to cover the costs of reinstatement of the Botanic Gardens and £14,500 for lighting installation and, given that the planned event was still under consideration more detailed discussions would be required to be held with the organisers in order to determine the exact nature of the event, the financial commitment required and to satisfy the Council that all health and safety, licensing and other legal obligations would be met.  He recommended that the Committee agree, in principle, to the inclusion of an Enchanted Gardens event as part of the 2011 Belfast Festival at Queens, subject to officers engaging in further discussions with the organisers and a further report thereon being submitted to the Committee’s meeting scheduled to be held on 9th June.

            The Committee adopted the recommendation.

            The Director reported that a request had been received from the Secretary of the Scottish and Northern Ireland Branch of the Institute of Cemetery and Crematorium Management requesting the Council to host its Annual Branch Meeting during August/September, 2011.  He stated that the Scottish and Northern Ireland Branch had six Members in Northern Ireland currently, four of who, were officers within the Parks and Leisure Department.  The vast majority of previous Branch Meetings had been held in Scotland, which had proven expensive for those members to attend on a regular basis.  The Branch had attempted to schedule a meeting in Northern Ireland every few years with the last meeting hosted by the Council during August, 2006.  In addition, the Council was a corporate member of the Institute of Cemetery and Crematorium Management and availed of the specialised services which the organisation offered to its members.  He pointed out that, based on thirty-four members attending the Branch meeting during the Autumn, the cost would be approximately £1,280 and he recommended that the Parks and Leisure Department be granted authority to host the Branch Meeting of the Scottish and Northern Ireland Branch during August/September, 2011.

            The Committee adopted the recommendation.

            The Director reminded the Committee that the Council would be hosting the British Transplant Games during the period from 4th till 7th August, 2011.  The Games, which were managed by Transplant Sport United Kingdom, a registered charity, were held annually.  Adults and children aged between four and eighty years who had received a life saving organ would be participating.  He stated that the prime objective of the Games was to highlight the need for people to sign up to the Organ Donor Register and give the ‘gift of life’.  Northern Ireland was one of the poorest regions throughout the United Kingdom in terms of donor registration and he reported that Transplant Sport United Kingdom had requested permission to place and manage a collection box at the reception desk of each of the Council’s Leisure Centres during the period from 3rd May till 5th August.  Any funding raised would be invested in the delivery of the Belfast Games during August.  He recommended that the Committee grant authority for Transplant Sport United Kingdom to place and manage a collection box at the reception desk of each of the Council’s Leisure Centres during the period from 3rd May till 5th August.

            The Committee granted the authority sought.

            The Committee was reminded that, at its meeting on 14th May, 2010, it had granted approval for Sustrans to carry out fundraising activities within the Clement Wilson Park during the summer period.  The Director reported that Sustrans was the charity behind the National Cycle Network and that the fundraising at Clement Wilson Park was part of a wider initiative on sections of the National Cycle Network, including the Comber Greenway and the City Centre.

            He advised the Committee that a similar request has been received from the organisation to carry out fundraising activities during the period from July till September at the Clement Wilson Park and at the towpath at the Gasworks site.  The Director stated that there was currently no policy in relation to charitable collections within the Council’s Parks and Leisure facilities and that individual requests were required to be considered by the Committee.  The organisation had indicated that the initiative would be undertaken by personal fundraisers who would ask cyclists and walkers if they wished to make regular donations and no cash would be collected.   He pointed that the Gasworks site was not within the Parks and Leisure portfolio, however, the Town Solicitor and Assistant Chief Executive had advised that a decision could be taken by the Committee and submitted to the Director of Property and Projects for information.

            Accordingly, he recommended that the Committee grant approval for Sustrans to carry out fundraising activities at the Clement Wilson Park and the towpath at the Gasworks site during the period from July till September.

            The Committee adopted the recommendation.

            The Committee noted the schedule of Support for Sport applications in relation to small development grants and hospitality applications 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 Chairman, Councillor O’Reilly, reminded the Members that this would the last meeting of the Committee before the Local Government Elections scheduled to be held on 5th May and he thanked the Members and officers for their help and assistance during his time as Chairman.