Agenda and minutes

            Apologies for inability to attend were reported from Councillors L. Patterson and G. Robinson.

            The minutes of the meeting of 10th February 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 March, subject to:

(i)     the omission of the minute under the heading “Irish Football Association Grassroots Development” which, at the request of Councillor Mallon, had been taken back to the Committee for further consideration; and

(ii)    the amendment of the minute under the heading “Invitation to Dublin City Council to Play Gaelic Football Matches”, to provide that the Council agrees to extend an invitation to Dublin City Council in respect of matches for both men’s and women’s teams and approves the associated costs in accordance with Section 115 of the Local Government Act (Northern Ireland) 1972 and that equality impact assessments be carried out in relation to funding granted to all Council sports clubs involving employees.

(The Chairman, Councillor O’Reilly, in the Chair.)

            The Committee considered the undernoted report:

“1.         Relevant background information

            The Strategic Policy and Resources Committee agreed on 18th June 2010 that:

·         the council would produce financial reporting packs for the Strategic Policy and Resources Committee and each Standing Committee on a quarterly basis

·         the Budget and Transformation Panel would also receive monthly financial updates if there were any significant issues to report.

            The reporting pack contains a summary dashboard of the financial indicators and an executive summary explaining the financial performance of Parks and Leisure Committee in the context of the financial performance of the overall council.  It also provides a more detailed explanation of each of the relevant indicators covering the year to date and the year end forecast position.

            The style and layout reflect much of the discussion and feedback arising from the members’ financial training at the end of September 2010.  As we previously advised the committee, we will continue to develop the style and contents of the reports in liaison with members.

            Central finance and our departmental management team have worked together to develop the information within this financial reporting pack.

2.         Key issues

            Current and forecast financial position 2010/11

            The current year to date financial position as at quarter 3 for Parks and Leisure Committee is an under-spend of some £0.15m, or 0.9% of budget (quarter 2: over-spend of £0.2m), with a forecast end of year over-spend of some £0.1m, or 0.4% of budget (quarter 2: £0.2m). 

            The reasons for this forecast over-spend continue from quarter 2 as follows:

·         An overall employee budget over-spend (3% at quarter 3) which is expected to continue; as reported last quarter, operational reviews are underway within the department and recommendations will be presented to committee over the next number of months to finalise structures and methods of working to help reduce the need for agency and overtime.

·         Utility costs in relation to water charges for both Parks and Leisure are over budget, Parks by £203k and Leisure by £103k; as reported previously we have disputed bills with Northern Ireland Water, and they have now confirmed that we will receive a refund of £74k, which we have reflected in the year end forecast.

·         Although income from events, outdoor leisure and cemeteries and crematorium is up on budget, nevertheless income from services within the department is generally under pressure, with income down in leisure centres, the Zoo, Belfast Castle and Malone House; managers are reviewing the uptake of their services and generating options to retain customers and promote their services to new customers to improve this situation.

            The department will continue to monitor the variance between actual and budgeted expenditure during quarter 4.

            The financial reporting pack contains more detail on both the overall council position and the financial performance in each of the Services within the Department.

3.         Resource Implications

            There is a year to date under-spend of £0.15m and a forecast over-spend of some £0.1m or 0.4% by year end.

4.         Equality and Good Relations Implications

            None.

5.  ...  view the full minutes text for item 3.

            The Committee considered further the minute of the meeting of 10th February.  An extract of the minute in that regard is set out hereunder:

“Irish Football Association Grassroots Development

      The Committee considered the undernoted report:

“1.       Relevant Background Information

1.1       In 2006 BelfastCity 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 Belfast City Council would meet 50% of salary costs for these two posts to a maximum of £60,760.

2.         Key Issues

2.1       The 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 Belfast City 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

3.1       Financial

            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 BelfastCity Council will be the provision of a workstation at each of the two sites. This will require a telephone and internet access.

3.2       Human Resources

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

4          Equality and Good Relations Implications

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

5          Recommendations

5.1       It 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,  ...  view the full minutes text for item 4.

            The Committee considered the undernoted report:

“1          Relevant Background Information

            In November 2008, the Local Government Auditor noted that the Council had identified the governance of major projects such Connswater Community Greenway and the new cemetery as a key risk for the organisation.  Such projects run financial risks of millions of pounds, through various factors, such as ill-defined decision making processes and paths, an aggressively litigious procurement environment as well as the normal risks to physical projects such as time, cost and specification underperformance.

            The need for Council to work increasingly with partners in delivering such projects, e.g. Crusaders/Newington Sports Village, Tommy Patton/Blanchflower development and potential North, South, East and West projects etc., only adds to the above risk and ultimately to the Council’s reputation and credibility.

            Consequently a review examining the current arrangements in the council for managing major projects was carried out by Drivers Jonas who made a number of recommendations for improvement which were presented to COMT in April 2010.

            The key issues identified included:

·         The current governance arrangements for major projects are fragmented across the council and this is due to the responsibility for projects resting across different departments and committees;

·         The skills which the organisation requires to make major projects work currently resides across at least three departments;

·         The role of the Strategic Policy and Resource Committee in relation to project governance needs to be clarified and strengthened;

·         The officer with whom overall responsibility rests for a particular project is not always clear;

·         There is a lack of coherence in dealing with external parties;

·         New governance arrangements are needed to ensure the most effective use of limited resources; and

·         Clearer roles, responsibilities and accountabilities for major projects need to be established.

            Consequently Drivers Jonas made a number of recommendations which are in line with the recommended government best practice guidance known as ‘Office of Government Commerce Portfolio, Programme and Project Management Best Practice (P3O)’. 

            The key recommendations of the review are as follows:

·         The Strategic Policy and Resources Committee should have overall responsibility for the allocation of resources to major projects;

·         COMT should provide officer oversight for all major projects;

·         Every major project should have a named responsible officer as a client;

·         The Strategic Policy and Resources Committee, COMT and responsible officers should be supported by a director who has the relevant project management skills to ensure delivery;

·         This Director should be supported by a team with project/programme management expertise;

·         The team should be a source of good practice for all projects across the council; and

·         The adoption of Gateway risk rating to identify and categorise major projects risk status should be introduced.

2          Key Issues

                  Current Situation

            The Parks and Leisure Department is currently undergoing a restructuring exercise as part of the Parks and Leisure Improvement Programme.

            One aspect of the Improvement Programme is to create a more joined-up approach to service delivery not just across the Parks and Leisure Services but also in respect of the Parks and Leisure Department working collaboratively  ...  view the full minutes text for item 5.

            The Committee agreed to defer consideration of a report in relation to the review of the Roselawn Crematorium for a period of one month to enable Party Group Briefings to be held.

            The Committee considered the undernoted report:

“1          Relevant Background Information

            Members will be aware that funding of £370,000 was secured for Bridges Urban Sports Park under measure 2.1 of the EU Programme for Peace and Reconciliation 2007-2013 (PEACE III). Additional funding was provided through the Brighter Belfast Landfill Tax Credits Scheme (£50,000) and Belfast City Council provided £80,000 through its Capital Build Programme

            Construction of the new park underneath the M3 Flyover at Nelson Street is now underway.  It is anticipated that the build phase will be completed around May 2011.  Due to timing difficulties experienced with beginning the construction phase, the project life cycle was originally extended by SEUPB to continue until January 2012.

            In January 2011 a request was made to the SEUPB to secure an extension of the project timeframe to June 2013 in order to achieve the two year performance objectives outlined in the funding letter of offer. A further £40,000 funding was sought in order to cover salary costs to enable the extension of the Urban Sports Development Officer (USDO) post to the end of the project.

            As highlighted in the previous committee report in December 2010 a Service Level Agreement (SLA) is being developed with BCC and No Limat/Belfast Urban Sports (BUS), to deliver a programme of sports development programmes, coaching and events.

2          Key Issues

                  SLA

            The Sports Development Officer (SDO) and BUS have been running taster sessions in the run up of the opening of the park to increase awareness and participation in the urban sports and will continue doing this until the park opens in 2011.

            No Limat/BUS has been in partnership with Belfast City Council from the very start of this project and we are now in a position to enter into a formal agreement to develop the use of park for the different sports involved. This agreement is being drawn up by the department in conjunction with our Legal Services.

                  USDO post

            At its meeting on 8 February 2011, the SEUPB Steering Committee considered the council’s request to extend the project timeframe and increase the funding award.  The Steering Committee agreed to extend the project timeframe to June 2013.

            The Steering Committee also agreed to fund 50% of the additional funding request, that is, £20,000 on the condition that BCC also contributes an addition £20,000 of matched funding.

3          Resource Implications

                  Financial

            SEUPB have agreed to fund £20,000, half the USDO salary for the duration of the extension of the Project. It is felt that without this post the performance targets to meet the funding requirements may not be met.  There is currently provision for this post in the 2011/12 revenue estimates and this would be extended to June 2013.

            The overall budget will be re-profiled on approval of the extension to ensure the performance objectives of the project are met and all eligible funding drawn down.

            The SLA agreement with No Limat/BUS will ensure that there is a full programme of activities at the park which will assist  ...  view the full minutes text for item 7.

            The Director of Parks and Leisure reminded the Committee that the Suffolk Playing Fields were managed currently under a facilities management agreement by the Suffolk Football Club.  He pointed out that a total of five pitches were located at the site, two of which required refurbishment and draining works to be undertaken.  In addition, the future of the Playing Fields was under consideration currently within the draft playing pitches strategy as a location which could be utilised as a third generation facility.

            The Director stated that the Suffolk Football Club played a significant role within the community and supported and contributed to that community by making the best use of its resources.  In addition, the Club was keen to progress its own future development and play football at a higher level and, in order to support its aims, Club representatives had prepared preliminary development proposals which he outlined as follows:

(i)                 Phase 1 which 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 of £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 within the proposal the pitch would not be available for use until the start of the 2012/2013 season.  Members are also asked to note that it is the club’s proposal that the pitch, once playable, would be for the specific use of the Suffolk Football Club; and

(ii)               Phase 2 of the proposal relates to the construction of additional changing facilities on land adjacent to the pitch.  These would be in addition to the existing changing facilities and for use by the club and its opponent teams.  The provision of this facility would require significant external funding and a long term lease on the land.  In line with the terms and conditions of the funding body, it would also require the necessary statutory approvals, planning, building control etc.

            The Director reported that the Club had received conditional approval in respect of its application for funding to refurbish the pitch as outlined in respect of Phase 1 from Groundwork Northern Ireland.  However, the proposals in relation to Phase 2 were at a concept stage and no significant progress had been achieved in connection with either obtaining the necessary approvals or the sourcing of funding.  It was possible therefore, that the Club could request at a later stage the lease of land in order to facilitate the construction of additional changing facilities.

            The Director advised the Committee that the consultation on the Council’s draft playing pitches strategy had closed on 4th March and that Party Group briefings had been arranged to discuss the findings of the consultation and the prioritisation of sites for investment.  In addition, a special meeting of the Committee would be held on 21st March to consider proposals in connection with the  ...  view the full minutes text for item 8.

            The Director of Parks and Leisure reported that, since August 1996, Athletics (Northern Ireland) Limited had facility-managed, on behalf of the Council, the Mary Peters’ Track.  He reminded the Committee that, at its meeting on 11th June, 2009, it had agreed to extend the facility management agreement with Athletics (Northern Ireland) Limited for the management of the track for a further two year period until 31st July, 2011.  The Director stated that the agreement had worked well for both parties and that there had been with an annual increase in user figures over the period of the agreement.  He pointed out that the Council, at its meeting on 9th February, had agreed to allocate £3 million from the capital programme to upgrade the Track.  The refurbishment of the site was likely to commence during Spring 2012 and it was anticipated that the Track would be closed for an extended period during 2012.

            The Director advised the Committee that, in order to allow for the continuity of management for the short period before the refurbishment work was due to commence, it was proposed that the existing agreement with Athletics (Northern Ireland) Limited be extended.  The timeframe for the extension of the existing agreement would be until 30th April, 2012 and on a month-by-month basis thereafter in order to allow for possible delays associated with the contractor’s possession of the site.  It was proposed that expressions of interest for the facility management of the refurbished site would be issued during early 2012.

            Accordingly, he requested that the Committee agree to the extension of the existing facilities management agreement until 30th April, 2012 and thereafter on a month by month basis in order to allow for possible delays and to a process to invite expressions of interest for the facility management of the new site during 2012.

            The Committee adopted the recommendations.

            The Committee considered the undernoted report:

“1          Relevant Background Information

            The Committee is reminded that at its meeting on 14th January 2010 it agreed to the continuation of the Watch This Space Programme to June 2011.  The Watch This Space programme is carried out in partnership between Belfast City Council and the Ulster Wildlife Trust.  The committee also agreed that an evaluation should be undertaken of the Watch This Space Programme to inform the development of the 2011/12 business plan & revenue estimates. 

            This programme aimed to meet three needs identified within the council’s Open Spaces Strategy, as follows:

1.   The need for education and promotional programmes to increase understanding and appreciation of natural heritage and biodiversity in parks across the city.

2.   Develop environmental education programmes and heritage packs for local schools in line with the national curriculum.

3.   Improve and promote access to natural heritage and biodiversity.

            In October 2010, following a quotation exercise, Sustainable Northern Ireland was commissioned to undertake an external evaluation of the Programme and in particular to assess:

·         the extent to which the programme delivered its initial objectives;

·         if the programme is value for money for the council; and

·         if there is a demand for the programme to continue and if so how it should be delivered in the future.

            The evaluation included interviews and information gathering with key programme staff within the council and the Ulster Wildlife Trust, members of the Parks and Leisure Committee, teachers and parents.  The evaluation also included a review of all relevant programme documentation and measurement of programme outputs against initial agreed key programme success criteria.

            The purpose of this report is to consider the findings and agree the future management of the programme.  

2          Key Issues

            The evaluation report identified:

·         a number of measurable outputs of the programme namely; 1,404 school children have attended the programme including 40 secondary school children; 50 children have been involved in the Saturday clubs; 14 annual council fun days have included input from the programme each year; comprehensive web-based resources have been developed and are available from the council’s and Ulster Wildlife Trust’s websites and significant publicity for the council has been generated in the local press.

·         That the programme had been positively received with children demonstrating an improved understanding of biodiversity and appreciating the resources within their local area and that schools would want to be involved if the programme continues beyond June 2011.

·         that it would not save the council money to manage the programme in-house.  Furthermore, it would eliminate the added value the Ulster Wildlife Trust brings to the programme through their network of other trusts, their ability to use additional guides to support the programme and their experience in delivering environmental education programmes.  Therefore the option for the council to deliver this programme internally has not been considered further at this time.  It is proposed however that a review will be undertaken at the end of year two of the contract to assess whether an external service provider  ...  view the full minutes text for item 10.

            The Committee was advised that a request had been received from representatives of the Shankill Historical Society seeking permission to erect two small memorials within the grounds of the Shankill Cemetery.

            The Director reported that the Society wished firstly to commemorate the 70th Anniversary of the Luftwaffe bombing raid which had taken place on 15th and 16th April, 1941 and which had resulted in a significant loss of life throughout the City.  Secondly, the organisation wished to commemorate the final resting place of a Williamite Solider, Corporal Smith, who had been interred within the Cemetery on 16th June, 1690.

            He pointed out that there would be no significant maintenance implications associated with the erection of both memorials and that the Society had indicated that, should the memorials be damaged subsequent to their erection, the Council would be under no obligation to replace them.  However, it was envisaged that the memorial to those who had lost their lives as a result of the bombing would be included for public liability purposes within the Council’s insurance schedule.

            The Committee agreed to accede to the request, subject to an appropriate location for the erection of the Memorials being agreed in conjunction with the Parks Manager.

            The Director of Parks and Leisure advised the Committee that a request had been received from the Director of ArtsEkta in relation to the use of the Botanic Gardens for a Belfast Mela event.  He stated that the Mela was a large multicultural festival which, over the previous four years, had attracted approximately 40,000 people to the Botanic Gardens.  In addition, the event had developed a shared, inclusive, culturally rich space which connected minority ethnic and local indigenous communities and had been successful in raising cultural awareness, encouraging civic identity and promoting a positive image of the City.

            The Director reported that the organisation had indicated that it wished to use the Botanic Gardens on 28th August from midday until 8.30 p.m.  The total proposed number of days, from set up to take down, was seven days and the Director of ArtsEkta had highlighted concerns in relation to the uncertainty of funding.  However, in order to ensure that the Festival could continue, the organisation had indicated that it might be necessary to charge an entrance fee of £1.  He pointed out that it was anticipated that Council officers would work with the event organisers to explore opportunities for funding and that prior to the event taking place, the organisers would be required to submit an event management plan which would cover all aspects of management, including health and safety, access and compliance with the Council’s events policy.  Accordingly, he requested that the Committee grant authority for ArtsEkta to hold the Belfast Mela event at Botanic Gardens, subject to satisfactory terms being agreed with the Director of Parks and Leisure and on the condition that:

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

(ii)                an appropriate legal agreement be prepared by the Assistant Chief Executive; and

(iii)               the event organisers meeting all statutory requirements.

            In addition, the Director requested the Committee to authorise, if necessary, the charging of an admission fee to the event.

            The Committee granted the authorities sought.

            The Director reported that a request had been received from CW Events Management in relation to the use of three Council venues as park and ride facilities in connection with the Royal British Legion’s 90th Anniversary Celebrations which would be held on 4th June.  The event organisers had requested the use of the top field at the Sir Thomas and Lady Dixon Park, all four soccer pitches at the Strangford Avenue Playing Fields and the gravel area at the Boucher Road Playing Fields.

            It was anticipated that the event would attract visitors from all over Ireland and the United Kingdom and be attended by approximately 20,000 people.  The organisers had indicated that, although funding had been obtained from the Royal British Legion, that funding would only cover the costs associated with the venue hire for the Balmoral Showgrounds, with surplus funds being allocated towards the Legions welfare work.  Ticket prices for the event would be approximately £5 per adult and £2.50 for concessions.

            The Director pointed out that, although the event would be held on 4th June, the organisers had indicated that it would be necessary to set up on 3rd June and it was envisaged that the sites would be vacated on 5th June.  The programme of events would commence at 2.00 p.m. and finish with a fireworks display at 10.30 p.m.  He stated that, should the Committee be minded to grant approval, there would be some potential impact on the use of the pitches at the Boucher Road.  However, should this be the case, alternative venues could be offered.  In addition, due to poor access into the top field at the Sir Thomas and Lady Dixon Park, its use would be subject to the approval of the Police Service of Northern Ireland’s Traffic Section and any health and safety issues would be required to be resolved.  The organisers would be required to provide adequate lighting at all sites and to facilitate the safe dispersal of attendees.

            The Director indicated also that, due to the late finishing times, the planned pitch renovations which would be undertaken during June and the use of the site for the Balmoral Show, there were a number of concerns associated with the use of the Strangford Avenue Playing Fields.

            Accordingly, the Director recommended that the Committee:

(i)                  grant authority for the use of the Sir Thomas and Lady Dixon Park and the Boucher Road Playing Fields sites; and

(ii)                refuse the request for the use of Strangford Playing Fields on the basis that the site was located within a residential area and would, due to the late finishing times and the ongoing pitch renovations which would be undertaken during June, cause disruption.

            After discussion, the Committee adopted the recommendations, subject to satisfactory terms being agreed by the Director of Parks and Leisure and on the condition that:

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

(ii)                an appropriate legal agreement be prepared by the Assistant Chief Executive and  ...  view the full minutes text for item 13.

            The Committee was informed that a request had been received from the Royal Ulster Agricultural Society for the use of the Strangford Avenue and Boucher Road Playing Fields for car parking purposes from 11th till 13th May in connection with the Balmoral Show.

            The Director recommended that the Society be granted the use of the facilities as requested and that a charge of £11,790 plus VAT be levied.  In addition, he recommended that approval be subject to satisfactory terms being agreed by the Assistant Chief Executive on the condition that:

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

(ii)                an appropriate agreement be prepared by the Assistant Chief Executive and Town Solicitor; and

(iii)               the event organisers meet all statutory requirements.

            The Committee adopted the recommendations.

            The Director of Parks and Leisure reported that a request had been received from Bloomfield Gospel Hall Outreach in connection with the holding of a series of gospel meetings in a portable wooden hall located at the Dixon Park Playing Fields.  The organisers had indicated that the proposed event would be held during the period from 17th September till 22nd October and would commence at 8.00 p.m. till 9.30 p.m. Monday to Friday and 7.00 p.m. till 9.30 p.m. on Sundays.  He stated that similar meetings had been held at the site over the previous two years, with no reported incidents.  In addition, the organisers had indicated that car parking, which would be supervised by stewards, would be required at the site and that they proposed to erect Harris fencing around the hall for additional security.  Accordingly, he recommended that the Committee grant authority for the Bloomfield Gospel Hall Outreach to hold a series of gospel outreach events at the Dixon Park Playing Fields during the period from 17th September till 22nd October subject to:

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

(ii)                the event organisers meeting all statutory requirements, including compliance with Entertainment Licensing legislation; and

(iii)               an appropriate legal agreement being completed by the Assistant Chief Executive.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1  Relevant Background Information

1.1The Committee is reminded that they agreed previously on 9th December 2010 to the request for the use of Lower Botanic Gardens by PLM Promotions for a concert on 11th June, 2011, with an audience of approximately 20,000 people per day;

      It had been also noted that a scale of charges would apply and there was a possibility of a request from the same promoter for a second concert on 10th June, 2011.

      Mr Eddie Wray Rowan, Director of PLM Promotions has recently sent a letter of request for consideration to move the approved date and seeking permission for a second concert date at the same location of Lower Botanic Gardens.

2    Key Issues

2.1       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.      Mr Eddie Wray Rowan has already paid the bond of intent as a booking fee for one concert day as previously agreed;

            3.      Eddie Wray Rowan, Director of PLM Promotions, Unit 11, Blaris Industrial Estate, Lisburn, has now confirmed that he seeks permission to move the date of the event agreed previously of Saturday 11th June 2011 to Friday 17th June 2011 and an additional second concert date in Lower Botanic Gardens on Thursday 16th June or Saturday 18th June 2011, replacing the 10th June 2011 proposal.

4.      The concert promoter is aware of the scale of charges for a concert. i.e. £2 per person for the first 11,000 and £3 for each person thereafter but has requested that the fee per person payable to the council for the second day be reduced to £1 per person.

            5.      The events would be subject to the preparation of an event management plan which would cover all aspects of management including health and safety and access and shall comply with the current events policy.

            6.      The genre of the music shall be compatible with the locality.

            7.      A legal agreement shall be provided by the Assistant Chief Executive and Town Solicitor.

            8.      Consultation will be undertaken by the concert promoter with local stakeholders such as Queens University, Lyric Theatre, etc.

3    Resource Implications

3.1Financial

      Bonds of intent shall be paid to the council before approval is given.  The scale of charges shall be applied to the size of audience but Mr Rowan has requested a reduced rate for the second concert.

3.2       Human Resources

      There may be overtime required by staff to assist with the management of the proposed event which would need to be met from the fee charged.

3.3       Asset and Other Implications

      The promoter shall ensure all minimal impact on council property and shall provide a bond of reinstatement prior to the event.

4    Equality and Good Relations Implications

4.1There are no equality or good relations implications.

5    Recommendations

5.1       It is recommended that the Committee agrees:

·         to  ...  view the full minutes text for item 16.

The Committee considered the undernoted report:

“1.Relevant Background Information

      Brantwood Football Club is a Football Club based in Jellicoe Avenue, North Belfast.

      The Club was established in 1901. The club purchased their current ground in 1952 and have a substantial base of support within the area.

      The club plays in the IFA Interim Intermediate leagues and is situated adjacent to Belfast City Council’s Grove Playing Fields.

2.   Key Issues

      Last year Brantwood Football and Recreation Club approached BCC Parks and Leisure Department and requested we carry out some routine grass cutting to their football pitch at commercial rates which were agreed at that time.

      The proposed arrangement between the Council and Brantwood FC was discussed with the Director of Legal Services (now Assistant Chief Executive and Town Solicitor) when the matter involved minimal works, i.e. grass cutting. 

      The matter was considered and it was ascertained that legally the Council could do the works but that this position would have to be reviewed. The legal power derives from Article 10 of the Recreation and Youth Service (Northern Ireland) Order 1986.

      In the interim it was agreed that the limited works, i.e. grass cutting, could be carried out.

      The matter has moved on since then. Lawyers, acting on behalf of Brantwood FC, have been in touch and are asking for a formal Agreement to carry out the works to be put in place.  There have been discussions in relation to the extent of the works to be carried out.  The requirement has increased substantially from grass cutting to include a number of other works such as vertidraining, pitch marking, supply and application of top dressing and fertiliser etc.

      The Director of Parks and Leisure has sought a legal opinion regarding the additional works and the Assistant Chief Executive and Town Solicitor takes the view that we can continue to do the works under Article 10 of the Recreation and Youth Service (Northern Ireland) Order 1986 which provides that a district council may, either alone or together with another council or any other person:-

            (a)     establish, maintain and manage any recreational, social, physical and cultural activities;

            (b)    organise any such activities;

            (c)     assist, by financial contributions or otherwise, any person to establish, maintain and manage any such facilities or to organise any such activities;

            (d)    provide or assist by financial contribution or otherwise in the provision of, leaders for such activities; and

            (e)    defray or contribute towards the expenses of any persons taking part in any such activities. 

      Article 10 (2) provides that a district council shall, in carrying out its functions under paragraph 1, have regard to the facilities provided by other district councils or by other persons. 

      The Assistant Chief Executive and Town Solicitor confirmed that there is no delegated authority for the Director of Parks and Leisure to sign off the proposed Agreement and it would therefore be necessary for the Director of Parks and Leisure to seek Committee approval.

      A legal agreement  ...  view the full minutes text for item 17.

            The Director of Parks and Leisure outlined for the information of the Members proposals in respect of opening/closing due to public holidays, staff training and maintenance agreements during the forthcoming financial year for Council-owned Leisure Centres and the Crematorium and Cemeteries facilities.  He stated that the proposals reflected historical customer usage patterns in each centre and facility.

            After discussion, the Committee approved the closure arrangements in respect of public holidays, staff training and planned maintenance.

            The Committee considered the undernoted report:

“1.Relevant Background Information

1.1As Members will be aware the Parks and Leisure Department is currently working with partners to develop and provide a number of community gardens to complement the provision of allotments across the city. 

1.2The Council, in partnership with the Public Health Agency (PHA) and the Belfast Health Development Unit (BHDU), is developing a shared community gardens and allotments programme including the development of a vision and strategy.

1.3The community gardens and allotments programme of work will make a valuable contribution to the council’s quality of life agenda and the emerging Active Belfast and Open Spaces Strategy (ABOS).  In addition this programme of work will help to deliver the Public Health Agency’s corporate objectives and the Belfast Health Development Unit’s priority areas for action while also contributing to the overall sustainability of Belfast and the region by providing health, social economic and environmental benefits.

2.   Key Issues

2.1The Council, PHA and the BHDU have developed a detailed community gardens and allotments programme proposal in order to take forward the vision for a shared community gardens and allotments strategy for Belfast.  The programme will include the following projects and activities:

      1.  Delivery of a community gardens and allotments seminar

      A community gardens and allotments seminar is being organised for 22nd March 2011.  The purpose of seminar will be to:

·         examine good practice in community garden provision and promote its benefits as well as explore the challenges;

·         outline an agreed approach (or model) for the provision of community gardens; and

·         engage the community in identifying practical opportunities for collaborative working.

3.1              The outputs of the workshop will be:

·         an agreed approach for the provision of community gardens and allotments in Belfast;

·         a network of practitioners, including statutory, established to meet on a regular basis to share practice; and

·         contribution towards the development of the emerging Active Belfast and Open Spaces strategy, led by BelfastCity Council, and supported by the Public Health Agency and the Belfast Health Development Unit.

      The seminar will be for up to 70 persons including Parks and Leisure Committee Members. 

2.42.  Community garden demonstration project

      The PHA is making a significant contribution to this programme of work, part of which needs to include an additional demonstration project.   In line with a previous decision of this committee in September 2010 on a future community gardens and allotments strategy, Musgrave Park is the site which is most appropriate for the project given its co-location with the hospital and schools.  This demonstration site will explore and document:

·         good practice in community engagement and ownership;

·         improving health and wellbeing; and

·         longer term sustainability of community gardens and allotments.

3.1              As Musgrave Park has previously been agreed as a site for the development of allotments and a community garden, the PHA and the BHDU have agreed that it is an ideal demonstration project as it meets the following criteria:

·         currently being developed as a community garden, individual  ...  view the full minutes text for item 19.

            The Director reported that, in response to the tragic death during June, 2010 of a young man at the River Lagan, the Department for Social Development had erected a pole and life ring at the south bank of the river and, whilst the Department had ownership of the river lagan at that point, the bank fell within the Council’s ownership at the Lagan Lands East.

            The Director advised the Committee that the Department had requested that the Council enter into a formal agreement in relation to the installation of the life ring on the Council’s land and stated that the terms of that agreement had been agreed and included the commencement date of 5th November, 2010, for a period of one year, with continuation on a month-to-month basis thereafter.  The agreement had included terms which stated that the Department would be responsible for the installation, maintenance, repair and replacement of the life ring and the Department would fully indemnify the Council.  Accordingly, he recommended that the Committee approve the licence agreement for a period of one year commencing on 5th November, 2010, and its continuation on a month-to-month basis thereafter.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1.Relevant Background Information

1.1In 2007 planning permission was granted for development of three houses on the site of two former houses at 194 and 196 Stranmillis Road.  The first of the houses is now nearing completion and a request has been received from the owner of the land to grant a wayleave in respect of all three proposed dwellings.  The requested wayleave is in respect of a 150mm diameter combined storm and foul sewerage pipe which will run from the boundary of the council’s land to the trunk main sewer.  A two metre working width on each side of the proposed pipe is considered adequate in this case.  The trunk sewer to which it will connect is located on council land close to the footway at Stranmillis Embankment. 

1.2An alternative solution of pumping foul sewerage to the main sewer on Stranmillis Road is available to the land owner at additional expense to him.  The financial terms agreed with the land owner (see below) take account of the financial saving accruing to him from installation of the proposed pipes through council owned land. 

2.   Key Issues

2.1The proposed sewer installation is necessary to serve the (almost completed) new private dwelling plus two additional dwellings which have yet to be commenced.  Sewerage from the former dwellings on the site was discharged to sewers in the Stranmillis Road.  However the new development incorporates basements.  It is thus no longer possible to discharge foul sewerage by gravity to the sewer on the Stranmillis Road, as this is at a higher level than the basement.  The site owner could potentially pump foul sewerage to the main sewer under the Stranmillis Road. 

2.2NI Water has ruled that storm sewerage from the site cannot be discharged to the Stranmillis Road and thus the site owner has no choice but to seek agreement with the council regarding a storm water sewer across council land.  In the absence of agreement with the council the site owner would be able to serve notice on NI Water requesting them to exercise their statutory powers to provide storm sewerage to the site across council land.

2.3In view of the above we have sought to agree terms with the site owner in relation to sewer arrangements in respect of all three dwellings at one time rather than deal with them in a piecemeal manner.  It is thus proposed that the council grant a wayleave to the land owner subject to the payment of the sum of £1,250 plus reasonable legal costs.

3.   Resource Implications

3.1              Financial

      Small capital receipt to the council primarily based on a percentage of the potential financial benefit to the adjoining land from installing sewers across council land (as opposed to installation of a pumped sewer within the development site).

3.2              Human Resources

      No additional human resources required other than Estates Management Unit and Legal Services resource in agreeing terms and drawing up  ...  view the full minutes text for item 21.

            The Committee considered the undernoted report:

“1.0       Relevant Background Information

1.1       A facility usage request has been made by the Gort Na Mona Historical and Cultural Society for Andersonstown Leisure Centre for Easter Sunday/Monday 2011.

1.2       Gort Na Mona has stated that they are a group based in the Upper Springfield area which research and tell of the history of the area and the people who reside there.

1.3       Prior to this application a successful event was facilitated at Andersonstown Leisure Centre in March 2009 and two events have been held at Whiterock Leisure Centre without incident and no complaints were received at the centres.

2.0       Key Issues

2.1       The application is for the use of the main hall (event time 7 pm to 12 midnight) and surrounding rooms at Andersonstown Leisure Centre on Easter Sunday 24 April 2011 inclusive of set up, site clearance and clean up on Monday 25 April 2011. 

2.2       The facility request is for an Irish folk music evening and bar facilities would be required.  Gort Na Mona also intend to make a substantial financial donation to support work undertaken by PIPS, a local community group in suicide awareness.

2.3       The organiser has undertaken to provide the following information in support of the application:

·         a formal letter of application;

·         safety statement;

·         risk assessments;

·         public liability insurance;

·         occasional licence; and

·         list of security staff and registration numbers

3.0       Resource Implications

3.1             Financial

            The fee charged to Gort Na Mona Historical and Cultural Society would be in line with council charging policy and would include staff costs. 

3.2             Asset and Other implications

            Council officers will liaise with organisers in relation to the potential environmental impact of this event.

4.0       Equality and Good Relations Implications

4.1       The booking for this event is in line with the department’s draft event policy which is being equality screened at present.  There are no equality and good relations implications relating to the event which will be open to the public.

5.0       Recommendations

            Members are asked to:

(i)     consider the application and approve it subject to the provision of the requisite information listed above; and

(ii)    agree to the request to have bar facilities at the event.

6.0       Decision Tracking

            Leisure Operations Manager to inform event organisers of the committee’s decision.”

            The Committee approved the application by the Gort Na Mona Historical and Cultural Society to hire facilities at the Andersonstown Leisure Centre during the period from 24th till 25th April and agreed that bar facilities be provided at the event, subject to the Society providing an occasional licence and compliance with all Council policies and statutory guidance.

            The Committee was reminded that the Parks and Leisure Department had submitted two entries for the 2010 Northern Ireland Local Government Awards in the categories of Best Local Authority Service Team and Best Business Improvement Project.  The Director reported that the Business Improvement Project category had been shortlisted as a finalist at the Awards and had been commended as a comprehensive and inclusive approach to business improvement.  A certificate of achievement had been received, on behalf of the Council, by the Chairman (Councillor O’Reilly).

Noted.

            The Committee noted a schedule of Support for Sport applications in relation to Small Development Grants which had been approved by the Director of Parks and Leisure in accordance with the authority delegated to him.  A copy of the Schedule was available on the Council’s modern.gov website.