Agenda and minutes

            Apologies for inability to attend were reported from the High Sheriff (Councillor Adamson) and Councillors Ekin, McVeigh and L. Patterson.

            The minutes of the meetings of 13th and 24th January were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st February, subject to the omission of:

(i)   the minute of the meeting of 13th January under the heading “Cemeteries and Crematorium Charges” which, at the request of Councillor Stoker, had been taken back to the Committee for further consideration; and

(ii)  the minute of the meeting of 13th January under the heading “Parks and Leisure Services – Scale of Charges 2011/2012” which, at the request of Councillor Stoker, had been taken back to the Committee for further consideration.

            The Committee considered further the minute of the meeting of 13th January.  An extract of the minute in that regard is set out hereunder:

      “(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  ...  view the full minutes text for item 3.

            The Committee considered further the minute of the meeting of 13th January.  An extract of the minute in that regard is set out hereunder:

      “(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.”

            After discussion, the Committee agreed to affirm its decision of 13th January, subject to the omission of those charges for the cremation of a stillborn child or a child under one year of age at the time of death.

            (At this point in the meeting, at the request of the Chairman, all officers present, with the exception of the Director of Parks and Leisure and the Democratic Services Officer, left the room whilst this item was discussed.)

            The Committee considered the undernoted report:

“1.Relevant Background Information

      On 11 February 2010, the Parks and Leisure Committee approved the creation of a new Head of Service post; this was also agreed by the Strategic Policy and Resources Committee on 19 February 2010.

      On 13 May 2010, the Parks and Leisure Committee considered the most appropriate way to fill the permanent post and agreed that, given the uncertainty about the RPA timetable and whether or not the RPA Vacancy Control Scheme would be partially or wholly removed, the post should be filled on a temporary basis for a period of six months with the option to extend for a further six months.  At that time, it was felt that once definitive guidance was received regarding the RPA Vacancy Control Scheme, the council would then be in a better position to know how it should fill the permanent post i.e. either through internal trawl as a result of continuing RPA Vacancy Control or external advertisement and public competition.    

2.   Key Issues

      The RPA Vacancy Control Scheme has been officially suspended.

·         The timeframe for filling the post on a temporary basis is nearing completion and, in the absence of an RPA Vacancy Control Scheme, the post should be filled through external advertisement and public competition.   

·         In accordance with Local Government Staff Commission (LGSC) guidance the selection panel should comprise the Chair and Deputy Chair (or their nominees) and another member of the committee, along with the Director of Parks and Leisure and another director, or Head of Human Resources.  

·         The entire panel needs to be representative of gender and community background with all panel members having attended recent training on the council’s recruitment and selection procedures.  An observer from the LGSC and a professional assessor may also be in attendance but with no voting rights.

3.   Resource Implications

      No costs in addition to the normal agreed recruitment process for a head of service post.

4.   Equality and Good Relations Implications

      The post will be publically recruited in accordance with statutory requirements and Local Government Staff Commission best practice guidelines.

5.   Recommendations

      It is recommended that the post of Head of Parks and Leisure be recruited on a permanent basis through external advertisement and public competition. 

The proposed recruitment and selection schedule is as follows:

1.the vacancy will be publicly advertised on 3 and 4 March 2011 with a closing date of 18 March 2011;

2.the panel short-list will take place on 28 March 2011;

3.short-listed candidates will be invited to attend a full day assessment centre on 5 April or 6 April 2011;

4.Members’ briefing and panel approval of outcome of assessment centre will be held on 7 April 2011; and

5.panel interviews will be held  ...  view the full minutes text for item 5.

            The Committee agreed to note the contents of a report which had been submitted in relation to the damage which had been caused to Parks properties due to the severe weather conditions which had been experienced over the Christmas and New Year period.  In addition, the Committee noted that a report in connection with the cost of damages to Parks dwellings would be submitted for its consideration at a future meeting.

            The Committee agreed to note the contents of a report which had been submitted in relation to the progress which had been achieved in respect to the Council’s Safer Neighbourhoods Anti-Social Behaviour Programme.

            The Committee considered the undernoted report:

“1.0Relevant Background Information

1.1The purpose of this report is to inform Members that the Department of Health, Social Services and Public Safety (DHSSPNI) has commissioned a consultation exercise on a review of the current arrangements for death certification in Northern Ireland.

1.2Appended to the report is the draft written response which is submitted for review and comment by Members.  The deadline for submitting the response to the Department is 11 March 2011.

1.3Current arrangements for death certification in Northern Ireland are being reviewed which is the first time since 1976 that a review has been undertaken.

1.4The review follows changes in England, Scotland and Wales in the wake of the Shipman Inquiry and the Luce Review.

1.5Both Shipman and Luce recommended the introduction of a single system for death certification, regardless of whether the deceased was to be buried or cremated.  They also found that the scrutiny of medical certificates for cause of death fell short of what is required to provide adequate protection for patients.

1.6Significant developments have taken place in England and Wales to implement the Shipman and Luce recommendations in respect of death certification processes and the Scottish Government has recently consulted on proposals to strengthen arrangements for death certification in Scotland.

1.7It is important therefore that current practice in respect of certifying deaths in Northern Ireland be reviewed in light of these developments to ensure that it remains fit for purpose.

1.8Registration of death here is governed by the Births and Deaths Registration (N.I.) Order 1976, but the process of registration itself has changed little since 1927.  A death should normally be registered within five days, to allow funeral arrangements to be made.  This is with the exception of deaths which have been reported to the coroner.

1.9Registrars are based in district council offices, and each death is registered with the district in which the person died, or in the district in which the person normally lived, if this is within Northern Ireland.  A  Medical Certificate of Cause of Death (MCCD), signed by a registered medical practitioner, must be provided to enable the death to be registered.

1.10   Under current arrangements in Northern Ireland, differing levels of scrutiny apply depending on whether the body of a deceased person is to be cremated or buried.

1.11   In the case of a cremation, the certificates are then submitted to the medical referee appointed by Belfast City Council, who is required to satisfy him/herself that the certificates and all other necessary documents are in order before issuing an authority for the cremation to take place.

1.12   This second level of scrutiny does not apply in the case of a burial, where there is no opportunity for further challenge to the cause of death.  The current arrangements mean in effect that there is disparity in the level of scrutiny applied to certification of deaths, depending upon the method of  ...  view the full minutes text for item 8.

            The Committee considered the undernoted report:

“1.0   Relevant Background Information

1.1The purpose of this report is to inform members that the Department of Health, Social Services and Public Safety (DHSSPNI) has commissioned a consultation exercise on the Obesity prevention framework for Northern Ireland 2011 -2021 entitled ‘a Fitter Future for all’ the aim of which is to prevent and address obesity within Northern Ireland over the next 10 years. 

1.2Appended to the report is the draft written response which has been submitted in order to make a return to the Department within the timeframe allocated.  The Department is aware that this may be amended by the Committee.

1.3The consultation was received in November and officers across three departments have provided input for the draft response – Health & Environmental Services, Development and Parks & Leisure.

1.4The format of the consultation document was a 109 page report accompanied by a 13 page questionnaire.  Copies of either of these documents can be made available to Members on request.

1.5The framework focuses action on three main pillars: food and nutrition; physical activity; and data and research, and within the context of three life course stages: early years; children and young people; and adults.  This approach is consistent with the responses being undertaken by a number of countries, following the Foresight Report[1]

2.0Key Issues

2.1In the draft response the need for the obesity framework to be fit for purpose to address the scale and complexities involved in obesity and its presence citywide is emphasised.

2.2The response starts by outlining the strategic position the council has in the city, having the democratic legitimacy to lead key partners to work together in tackling the prevalence of obesity.  One of the key themes in the council’s corporate plan is to enable ‘Better Support for People and Communities’ under which the council provides support and services to generate health and wellbeing and active lifestyles across the city.  The council is in a unique position to influence and enable many of the factors relating to obesity and seeks within the response to reinforce its primary role in the future development of the framework.

2.3The response also refers to the fact that the obesity prevention framework aligns with the strategic assumptions the council is forming as it develops its new ‘Active Belfast and Open Spaces’ strategy.

2.4The response also highlights council’s lead role in working in partnership and the recent formation of the Belfast Health Development Unit (March 2010) which has been driven through city wide collaboration to address health inequalities in the formation of a single health partnership for the city. 

2.5The response also outlines the support and services the council offers to address obesity which should be used as a foundation on which to focus and co-ordinate prevention and intervention.  The response makes specific mention of key council projects such as:

(i)    Healthy Families

  A citywide whole family pilot intervention approach for up to 25 participating  ...  view the full minutes text for item 9.

The Director reported that, during 1984, the Council had disposed of a small portion of land at the Dunville Park to the Northern Ireland Housing Executive in order to facilitate the provision of a vehicle turning area at Dunville Street.  He pointed out that the Council had received the sum of £230 in this regard and that the Housing Executive had paid the Council’s legal fees.  However, the Housing Executive had never utilised the land for its intended purpose and it had remained within the park’s boundary.  He stated that, in order to facilitate the proposed redevelopment of the Dunville Park it was considered that the repurchase of the land from the Housing Executive would be appropriate and the Council’s Estates Management Unit had entered into discussions with Housing Executive representatives and its valuer in order to progress the matter.  Accordingly, the Housing Executive had indicated that it was willing to sell the land back to the Council and a sale figure of £1,400, plus all reasonable expenses, had been agreed with the District Valuer, subject to formal approval being received from the Board of the Northern Ireland Housing Executive.

            The Director recommended that the Committee approve the acquisition of approximately 93 square metres of land at the Dunville Park from the Northern Ireland Housing Executive on the above-mentioned terms subject to the approval, in accordance with Standing Order 60, of the Strategic Policy and Resources Committee and to the completion of an appropriate legal agreement to be prepared by the Assistant Chief Executive.

            The Committee adopted the recommendations.

            The Committee considered the undernoted report:

“1.         Relevant Background Information

            Members will be aware that the council is in the process of developing a playing pitches strategy.  The draft strategy has been developed and was approved by committee at a Special Meeting on 13 December 2010. 

            Following council approval the first phase of the public consultation exercise commenced on Monday 10th January 2011.  This is an 8 week exercise which will conclude on Friday 4th March 2011.

2.         Key Issues

            Officers are currently doing some preliminary work regarding potential sites for investment.  This work will include a narrative on deliverability within the first three years of the life of the strategy.  This work can only be finalised once the outcome of the consultation process and the rate setting process are known.

            To enable work on design etc. to commence by the Summer of 2011, time to complete this work and engage parties will be extremely tight.  Therefore it is proposed to organise party group briefings and to convene a special meeting of the committee in March 2011.

            As part of the ongoing consultation process, two requests have been received from elected Members for officers to attend meetings arranged by those Members with a range of sports clubs.  The purpose of the meetings is to present the draft pitches strategy to assist clubs in preparing their consultation responses.  While this would not normally be an issue, I have however taken advice given that the Local Government elections are to be held in May 2011.

            The ‘Purdah’ period will come into operation from the date of the publication of the Notice of Election which will be on 25th March and, under the Council’s Election Protocol, it would not be appropriate for officers to be involved in such public meetings from that date until after the election on 5th May.  In the period from now until 25th March, I have been advised that direction should be taken from the Committee regarding such requests.  If the Committee is content for officers to be involved in these types of meetings in the period up until 25th March, then this facility would need to be offered to all political groups on the Council.

3.         Resource Implications

            None further at this stage.

4.         Equality and Good Relations Implications

            An independent consultant has been appointed to externally verify the equality dimensions to the development of the strategy.  They will continue to offer advice and feedback to the council throughout the consultation and EQIA process.

5.         Recommendations

            It is recommended that Committee:

1.   Agree to hold party group briefings and to convene a special meeting of the Parks and Leisure Committee in March 2011; and

2.   Provide guidance to officers regarding their involvement with Members in public meetings during the period from the commencement of the consultation exercise up until the start of the ‘Purdah’ period on 25th March.

6.         Decision Tracking

            The actions will be completed by the Director of Parks and Leisure  ...  view the full minutes text for item 11.

            The Director of Parks and Leisure reminded the Committee that a financial commitment of £110 million over the period from 2012 to 2015 had been made from the Department of Culture, Arts and Leisure in respect of the development of regional stadia at Casement Park, Windsor Park and Ravenhill Rugby Grounds.  The Director pointed out that the closing date for the public consultation on the proposed draft budget had been 9th February, with the Council’s response in respect of the draft Departmental budgets having been considered by the Strategic Policy and Resources Committee at its meeting on 4th February.

            The Director stated that it was imperative that the Council continue to engage with the Department, sports governing bodies and other stakeholders in this regard.  However, it was proposed that, in the first instance, the discussions be held with Sport Northern Ireland in order to examine how the Council could contribute to the Stadia proposals and to ensure that the project would achieve maximum regeneration and community development impacts.  In addition, it was proposed that, at the appropriate time, a delegation from the Council meet with Sport Northern Ireland in order to explore various issues in respect of the Stadia Development.  Accordingly, he recommended that the Committee agree that officers continue to engage with Sport Northern Ireland and other stakeholders in relation to the project and agree also that representatives of Sport Northern Ireland be requested to meet with an All-Party delegation in order to discuss how the Council could best contribute to its proposals.

            The Committee adopted the recommendations.

            The Director of Parks and Leisure reminded the Committee that a number of decisions had been taken in recent months in relation to the Council’s future burial and crematorium provision.  He pointed out that the Council continued to examine new and innovative solutions to future burial needs and reported that the former Chairman of the Parks and Leisure Committee (Councillor Stoker) and himself had met with representatives of a local company, Green Graves, which, with support from the University of Ulster, had been developing an innovative pre-formed cemetery system.  That company had been trialling the system at the new Blaris Cemetery and had requested an opportunity to present its findings to the Council.  Accordingly, he recommended that a meeting of the Cemeteries Working Group be convened at the appropriate time in order to meet with representatives of Green Graves.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1.Relevant Background Information

      The strategic review of leisure has highlighted the need to examine the cost of leisure provision and to challenge us to use resources more effectively to engage our communities in healthy activities.

      A review of management arrangements including roles and responsibilities and an expression of interest for voluntary redundancy (VR) were considered to be priorities in the first phase of the leisure improvement programme.  Other work streams include a review of opening hours, pricing and programming.

      Outcomes from this first stage were presented to committee in January 2011 in the form of a management side position on a Leisure Services management structure.  This included the rationale for allowing three members of staff to be released through VR.  The committee agreed to adopt the proposed organisational structure subject to agreement by the Strategic Policy and Resources Committee and approved the recommendation for the deletion of four management posts and release of three staff through voluntary redundancy.  This was supported at the Strategic Policy and Resources committee in January 2011.

      The review has given us an opportunity to develop job profiles that enhance the delivery of leisure services; supporting staff development and providing increased flexibility whilst reducing operational cost.

      The proposed structure reduces the number of tiers in Leisure Services management from four to three:

      In the proposed structure the roles of Area Leisure Manager and Neighbourhood Leisure Officer would be generic to allow for dedicated staff to work across the areas of operations (facilities) and participation (outreach).  This is a critical element of the new roles and responsibilities and will provide greater flexibility to enable Leisure Services to meet the needs of the community and deliver on the vision of an Active Belfast. 

      The new role of the Neighbourhood Leisure Officer is a hybrid of the current Assistant Leisure Centre Manager and the Recreation Officer, which was identified as having very similar type roles in the current operation.

2.   Key Issues

      Consultation with Stakeholders and Trade Unions

      Throughout the Leisure Services Improvement programme extensive consultation has been ongoing with staff and trade unions.

      Since the January committee meeting further meetings have taken place with the People Group, the Assurance Panel which was established to scrutinise recommendations from the People Group and a number of peer groups representing Leisure Services Managers, Leisure Services Assistant Managers and Recreation Officers.

      The meetings have been focussed on developing further job descriptions and testing the operational fit of the proposed structure.

      There have also been weekly meetings with the leisure trade unions.

      Current Position

      At this time the proposed leisure management structure remains unchanged.

      There are still ongoing negotiations with trade unions on a number of issues.  These are mainly about clarifying the Participation Officers’ role, the split between operation and outreach and how we get the balance right, and  ...  view the full minutes text for item 14.

            The Committee agreed to note the contents of a report in relation to the Council’s participation on the ‘Fit for It’ Programme, which would be delivered in partnership with the Belfast Metropolitan College.  Thirty trainees, who were in receipt of job seekers allowance, would gain access to training, assessment and mentoring support at the Shankill and Falls Leisure Centres.

            The Committee considered the undernoted report:

“1.         Relevant Background Information

1.1       In 2006 Belfast City Council entered into a partnership with the Irish Football Association (IFA) to employ two Grassroots soccer development officers.  One was based in Ballysillan to cover North and East Belfast and the other was in Andersonstown to cover South and West Belfast.

            The officers were initially employed for two years. In February 2008 this partnership was extended until 6th March 2009.

            A further extension was granted in February 2009 to extend the partnership until 6 March 2011

            It was agreed that for the period between 7th March 2009 and 6th March 2011 BelfastCity Council would meet 50% of salary costs for these two posts to a maximum of £60,760.

2.   Key Issues

2.1The IFA has informed Belfast City Council that the financial future of the Grassroots Soccer Development Programme has been secured in agreement with the Executive Board of The IFA.

      This means that from 7 March 2011 BelfastCity Council is no longer required to make a financial contribution to the Grassroots Soccer Development Officer posts. However given the success of the partnership between Belfast City Council the IFA wishes that Belfast City Council remains as a lead council within the IFA National Grassroots Programme.

      The IFA want their Grassroots Development Officers to continue to work with the Belfast City Council sports development officers to deliver a city wide grassroots soccer programme.

      To continue this partnership the IFA has asked that BelfastCity Council provide a hot desk within our leisure centres for the two Belfast grassroots development officers.  The remit in terms of the areas supported by the two officers will also change with one now having responsibility for North and West Belfast and the other will have responsibility for South and East Belfast.

3    Resource Implications

3.1Financial

      The new arrangements will see the IFA absorb the financial risk and cover total salary, pension and travel costs relating to the delivery of the IFA Grassroots Programme.

      The only cost to Belfast City Council will be the provision of a workstation at each of the two sites. This will require a telephone and internet access.

3.2Human Resources

      The IFA will be the sole employers of the two Grassroots Development Officers.

4    Equality and Good Relations Implications

4.1There are no equality or good relations issues associated with this issue.

5    Recommendations

5.1It is recommended that the Committee accept the offer from the IFA under the terms set out above to host the two grassroots soccer development officers from 8 March 2011.

6          Decision Tracking

Officer responsible: Sports Development Officer to work with the IFA to implement the new partnership arrangements.

7    Key to Abbreviations

      IFA:  Irish Football Association.”

            After discussion, it was

Moved by Councillor G. Robinson,

Seconded by Councillor J. Rodgers,

      That the Committee agrees to adopt the recommendation contained within the report and, in order to develop the sport of soccer, officers investigate the  ...  view the full minutes text for item 16.

            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 two events on the Great Lawn from Connie Cunningham, Cunningham Events.  Both events would offer food and music entertainment with the public being charged fees to gain admission.

            The proposed events are as follows:

Belfast Sizzle

1.   Event date 27 – 30 May 2011, with hours of operation 1.00pm to 10.00pm daily

2.   Total proposed duration of event to include set up and take down would be 7 days on location.

3.   Potential audience size over four days in the region of 10,000.

            As stated by Cunningham Events, ‘Belfast Sizzle is new to Northern Ireland's summer celebratory calendar; this exciting event features a line-up of top local chefs who will present summer barbecue favourites and 'cool summer sides'. Along with fabulous live musical entertainment...all in Belfast's most famous garden...this new event will be a great way to 'kick off' the summer!’

Belfast Taste and Music Fest

1.   Event date 4 – 7 August 2011 with hours of operation 1.00pm to 10.00pm daily

2.   Total proposed duration of event to include set up and take down would be 9 days on location.

3.   Potential total audience size over four days in the region of 15,000

            As stated by Cunningham Events, ‘With four glorious days of fabulous food and entertainment, this annual event has earned its mark as Northern Ireland's premier summer blockbuster.  Its boulevard of top local chefs will tantalize the taste buds with dozens of 'signature' recipes.  With a full stage of live musical entertainment, this event is a 'must' for 'foodies' and music lovers of all ages!’

            Statistics are provided by Cunningham Events from the Belfast Taste and Music Fest in 2010.

2.         Key Issues

2.1       The key issues for the committee to note 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 events;

2.   The event organiser is aware of the need for the payment of a bond of intent which must be completed prior to written confirmation that the venue shall be available;

3.   The event would be subject to the preparation of an event management plan which would cover all aspects of management including health and safety and access.

4.   The events should generally permit access to Botanic Gardens for all users.

5.   The event promoter shall consult with all local communities and adjacent organisations.

2.2       Cost implications for the event organiser are as follows:

            For the Belfast Sizzle:

1.   a bond of intent to the value of £300 to be paid within 28 days of request; and

2.   a fee of £2,500 to be paid within 28 days of request.

            For the Belfast Taste and Music Fest:

3.   a bond of intent to the value of £600 to be paid within  ...  view the full minutes text for item 17.

            The Committee was reminded that £60,000 had been allocated in the 2010/2011 Revenue Budget to support a grant scheme for groups wishing to stage events in the Council’s Parks during Summer, 2011.

            The Director of Parks and Leisure reported that, in response to a public advertisement, thirty-three applications for grant-aid had been received.  All of the applications had been assessed in accordance with the pre-agreed criteria.  Accordingly, the Committee approved the award of grants to the undernoted applicants:

Please refer to Agenda Item 17 in Reports Pack

            The Director reported that the following two applications had failed to meet or had achieved low scores against the criteria:

Please refer to Agenda Item 17 in Reports Pack

            The Committee considered the undernoted report:

“1.Relevant Background Information

      The Committee is reminded that the Zoo’s Mountain Tea House was destroyed in a fire in June 2009.  Since that time a number of reports have been presented to committee and at its meeting in August 2010 it was agreed to proceed with a like for like replacement facility. This decision was ratified by the Strategic Policy and Resources Committee.

      In subsequent discussions between council officers and the design team it was noted that the mountain tea house was constructed at a time when zoo visitor numbers were in the region of 190,000 annually however, as members will be aware, the annual number of visitors is now in the region of 300,000. 

      While the proposed replacement facility can cater for up to 48 guests seated inside the building, it has been suggested that an extension to the external patio area could provide additional picnic type bench seating for an additional 30 guests.  Given the location of the facility and the unobstructed views of the lough, the cityscape and the hills, it is believed that this additional area would be popular and well used, of course there would be an element of weather dependence.

      The design and procurement process for the replacement building is underway and the expenditure costs (less a £10,000 excess) will be met through our insurers.  The insurance policy permits only minor changes to the structure, hence the decision to replace like for like. 

      However, the opportunity exists to consider the option to increase capacity at a reasonable and competitive cost. 

      Sufficient ground is available in the area immediately adjacent to the current tea house footprint.  While the ground slopes quite steeply, and is currently a heavily planted area of mature shrubs, our design team has established that the work is feasible.  This would allow for an additional 18 tables, and thus 108 seating spaces (covers) which would extend the current planned cover provision (48 inside and 30 outside) of 78 covers to 186 covers (ie an increase of 140%).

      The estimated cost for this option is approximately £58,000.

2.   Key Issues

      The key issue for the committee is whether it wishes to support these additional works. 

      Since the end of 2005 (210,830 visitors) there has been a significant increase in visitor numbers to 304,085 (at end of 2009), which represents an increase of 44% in 4 calendar years. 

      There is a window of opportunity which would enable us to undertake the additional construction work to provide a patio area which would facilitate increased customer use at the facility;

      It is estimated that, given the anticipated increase in sales and income generation (estimated at £10,000 per annum additional income), the payback period will be 5.8 years

      The committee is asked to consider two options:

1.    agree to the proposal to extend the patio area at the mountain tea house and commend it to the Strategic Policy and Resources Committee for consideration subject to the Gates process,  ...  view the full minutes text for item 19.

            The Committee considered the undernoted report:

“1.         Relevant Background Information

            The Committee is asked to note that the Council has received a request from Eglinton Presbyterian Church to hold a Christian Tent Easter Mission at Ballysillan Open Space.  The event will be attended by approximately 300 people from Monday 18th April 2011 through to Saturday 23rd April 2011. A programme of activities throughout the week will target primary school children, teenagers and adults.  The organiser intends to erect a 20 metres x 30 metres marquee for the main events along with a medium sized tent for counselling and prayer and enough port-a-loos to cope with the expected numbers.  There are no plans to prepare food, although weather permitting there may be a bar-be-que outside some evenings.

            The Committee is asked to note that the site periodically suffers from antisocial behaviour and any intention to use the space for a diversion to antisocial behaviour is welcomed.

2.         Key Issues

            Although the event runs from Monday to Saturday the organisers will occupy the site from Friday 15th April 2011 to begin set up and envisage that de-rig will be completed and the site vacated by Sunday 23rd April 2011.

            Car Parking

            This is a local event and given the time of year the organisers hope that most people will choose to walk to the event.  Car parking will be on the main Ballysillan Road, Kilcoole Park, Old Ballysillan Road and possibly in the grounds of the BoysModel School although not yet confirmed. 

            Security

            The organisers plan to hire a security firm to stay at the marquee each evening.  The PSNI will be notified of the event and any advice from them welcomed.

            Power

            Power will be provided via a silent generator.

            Consultation

            The organisers have engaged and consulted the local residents living adjacent to Ballysillan Open Space.  The organisers will ensure that the event does not cause a nuisance or inconvenience to the local residents and have confirmed in writing that no key objections to the event were recorded.

            Event Management

            The event organisers will complete the agreed event management plan. The organisers will also be required to resolve all operational, safety, statutory and reinstatement issues to the satisfaction of the council, entering in to an appropriate agreement based on advice from the Assistant Chief Executive and Town Solicitor.

3.         Resource Implications

            Financial

            There are no financial implications for the Council.

            Human Resources

            There will be no human resource implications as the event will be set up, stewarded and de-rigged by the event organisers and a team of volunteers.

            The event organisers will carry out a daily litter pick and general tidy of the site and on completion of the event will leave the area as they found it.

            Asset and other implications

            It is anticipated that some damage to the grass areas will occur during the event from the marquee and the increase of footfall.  The proposed legal agreement and bond will guarantee that the site is  ...  view the full minutes text for item 20.

            The Committee considered the undernoted report:

1.   Relevant Background Information

      In October 2009, Belfast City Council accepted an invitation from Dublin City Council to play a Gaelic football match. The match took place in Dublin.

      By way of reciprocation it is proposed the Council now seek to invite Dublin City Council to travel to Belfast to play a return fixture.  A date for the match will be set if approval is given by the Council to go ahead, but it is anticipated that this will be in April or May 2011. The invitation is for Belfast City Council to field two teams, a men’s team and a ladies team.

2.   Key Issues

      Advice was previously sought from the then Director of Legal Services in regard to meeting the associated costs.  His advice was to the effect that under the provisions of Section 115 of the Local Government Act (NI) 1972 (the provision which deals with the expenditure for special purposes), Council may make any payment for any purpose which in its opinion is in the interests of, and will bring direct benefit to:

A.the council

B.    its district or any part of its district

C.    the inhabitants of its district or any part of the district

      In accepting the invitation to play both the ladies and men’s matches, in total there would be approximately 30 officers involved.

      Committee is being asked to meet the costs of hosting the teams from Dublin.  In terms of staff time, playing kit and a reception and meal for both teams after the games, it is estimated that the total cost will be in the region of £2,250.

      There are benefits to the Council from staff’s involvement in representing the Council as well as the effect on staff morale and motivation.  There are also wider benefits in terms of the profile of the Council to be gained from the Council’s involvement in this event.

3.   Resource Implications

      Financial

      A breakdown of estimated costs is outlined below;

      Playing kit (30 players)   £1,250

      Reception for all teams £1,250

      Estimate total cost          £2,500

      Human Resources

      In agreeing to this report Committee members are agreeing that officers be allowed time off to participate, outside of normal annual leave.  The games are planned to take place after normal working hours but time off may be required for some shift workers.

4.   Equality and Good Relations Implications

      There are no equality issues as the Council already has a men’s team.  Members of this team were recruited via an article on Interlink.  The ladies team for the Dublin game will be recruited in the same fashion.

5.   Recommendations

      Committee is asked to consider issuing an invitation to Dublin City Council to send both a men’s and women’s team to take part in a Council challenge Gaelic match and to meet the associated estimated costs of £2,250.  Should the Committee agree to issue the invitation it should resolve that the expenditure be approved under Section 115 of the Local Government  ...  view the full minutes text for item 21.

            The Committee considered the undernoted report:

“1.Relevant Background Information

      The National Playing Fields Association (Fields in Trust) has launched the Queen Elizabeth II Fields Challenge.  The challenge is an officially endorsed legacy initiative to mark the two landmark events scheduled to take place in the UK in 2012; The Queen’s Diamond Jubilee and the London 2012 Olympics.  The programme aims to permanently protect 2012 playing fields, parks and other open space in communities all across the country ensuring access to outdoor sport, play and recreation both now and for future generations.

      Fields in Trust are asking local authorities to consider nominating a number of outdoor recreational spaces in their area that they would be happy to see protected as a Queen Elizabeth II field.  These nominations will then be put to a public vote in 2011 to allow people in Belfast to decide which site should be chosen.  The eventual winner will be protected and designated a Queen Elizabeth II field.

2.   Key Issues

      There is no financial incentive to be involved in the Fields Challenge.

      There is significant potential that the protection and redesignation of an existing space could enhance the developing 2012 programme of events and activities in the city.

      Premises that are nominated are locked in until an unknown date in 2011 when the result is announced and the council cannot effectively do anything with these properties until the result is known.

      Many of the council’s properties have already been gifted to the council with restrictive use clauses contained within the title deeds to those properties which effectively create a trust which the council is required to adhere to.

      There are many other council properties held under deeds of dedication with the Millennium Commission signed in 2000 for a period of 99 years and these could not be nominated.

      Other properties gifted to the Council such as DunvillePark and Sir Thomas and LadyDixon Park were named after their benefactor(s), in accordance with specific requests by those benefactors. 

      If the Council chooses to nominate any of its properties the title would first need to be examined to ensure that the property is not already subject to a Deed of Dedication, or to alienation provisions within the title (i.e. restrictions on assignment, or parting with possession) or certain use covenants.

      The Deeds of Dedication issued by the Fields in Trust and which the Council would be required to sign are stringent and constrain what the Council can do in terms of disposal or any building works/changes of use affecting any nominated property.  A Burden is required to be registered against the title of the nominated property.  Any dealings with the property or works to same in the future would require the consent of Fields in Trust, and once successfully nominated this remains the case in perpetuity. 

      When selecting sites to go forward, the range is broad and includes gardens, children’s play areas, nature reserves, sports pitches, etc.

      The Fields Challenge is an opportunity to be part  ...  view the full minutes text for item 22.

            The Committee was advised that the Local Government Awards aimed to showcase the best examples of service provision, new initiatives and personal commitment from both Councillors and officers.  The Director pointed out that, during December, the Parks and Leisure Department had submitted two entries in relation to the 2010 Awards, namely, in the category of Best Local Authority Service Team and in the category of Best Business Improvement Project.

            He reported that the Department had been selected as one of three finalists in the category of Best Business Improvement Project, which had highlighted the aims of the programme, the extensive work which had been undertaken to date by the Task Groups and Reference Panels, the communication mechanisms used in keeping staff informed, as well as the range of benefits to all stakeholders involved.  As a finalist at the Awards, the Department had been allocated two free places at the Awards Ceremony Dinner which would be held at the La Mon Hotel and Country Club later that evening.  Accordingly, he recommended that the Chairman (Councillor O’Reilly) and the Head of Parks and Leisure (or their nominees) be authorised to represent the Committee thereat.

            The Committee adopted the recommendation.

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