Agenda and minutes

            Apologies for inability to attend were reported from Councillors McVeigh and Mullan.

            The minutes of the meeting of 14th April were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 3rd May.

            The Chairman (Councillor Corr) welcomed the new Members of the Council to the first meeting of the Committee following the Local Government Elections.

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

            The Committee considered the undernoted report:

“1.Relevant Background Information

      The purpose of this report is to present Members with the proposed 2011/12 departmental plan for approval by committee.

      The departmental plan is one of the key ways in which Members manage the delivery of the committee’s priorities.  The plan is closely linked to the financial estimates (i.e. the budget for the year ahead) which were considered on 7 January of this year by Strategic Policy and Resources Committee alongside key actions for 2011/12 for each department.  These were subsequently agreed by council at its meeting in February.

      Since then, chief officers have been finalising their departmental plans based on these approved estimates and actions.

      The plans, once approved, also provide the Director with the delegated authority to deliver the key actions that they contain subject to regular monitoring and reporting to committee.

2.   Key Issues

      The appended plan for the Parks and Leisure Department sets out:

·         the key achievements from 2010/11

·         key departmental actions in 2011/12

·         the department’s key performance indicators for 2011/12

·         financial information relating to the estimates for 2011/12.

      The plan enables committee to performance manage the key work of the department. It should also assist managers and officers in the department to make decisions and allocate resources in line with the agreed objectives and activities.

      The plan is based on the estimates and high level objectives set by the previous committee.  However all plans will be reviewed with committees in October/November to ensure that they remain relevant for the new committee and to inform the committee’s consideration of plans for 2011/12, in line with the financial planning process.

3.0Resource Implications

      None.

4.0Equality and Good Relations Implications

      There are none at this stage. 

5.0Recommendations

      Members are asked to agree the draft Parks and Leisure departmental plan 2011/12.

6.0Decision Tracking

      A six monthly update report will be provided to Members in October 2011.

7.0Key to Abbreviations

      None.

8.0Documents Attached

      Appendix 1: Draft Parks and Leisure Departmental Plan 2011/12.”

            Following discussion, the Committee approved the Parks and Leisure Departmental Plan 2011/2012.  A copy of the principal sections of the Plan, with the exception of a number of diagrams, is set out hereunder:

“1.0     Introduction

            The Parks and Leisure Department manages many of the Council’s major assets including leisure centres, parks, open spaces, cemeteries and the region’s only crematorium.

            Leisure Services is responsible for our 10 leisure centres sports development and a range of community based sports and activity programmes.  The Parks and Cemeteries Service manages over 140 sites including over 50 parks, 75 playgrounds, Belfast Zoo, Malone House and Belfast Castle. 

            The Department plays a crucial role in delivering the Council’s health and wellbeing objectives and is currently developing a strategic approach to achieving an ‘Active Belfast’ in partnership with the Belfast Health Development Unit and other stakeholders.  The Department will also assume responsibility for the Connswater  ...  view the full minutes text for item 3.

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

            The Committee considered the undernoted report:

“1.       Relevant background information

            The Strategic Policy and Resources Committee agreed at on 18 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 financial position 2010/11

            The year end financial position as at quarter 4 for Parks and Leisure Committee is an over-spend of some £0.187m, or 0.8% of budget (quarter 3: under-spend of £0.15m), against a forecast end of year over-spend of some £0.09m, or 0.4% of budget

            The reasons for this over-spend continue from quarter 3 as follows:

·         An overall employee budget over-spend (2% at quarter 4) 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 £250k mainly in relation to the collapse of the borehole at the Zoo which required them to link into NI Water’s supply. As reported previously we have disputed bills with Northern Ireland Water, and we have now received the refunds we were pursuing.

·         Although income from events, outdoor leisure and the 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 2011/12.

            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 end over-spend of £0.18m or 0.8% in comparison to a forecast over-spend of some £0.1m or 0.4%.

4.         Equality and Good Relations  ...  view the full minutes text for item 4.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

            The committee has been engaged in an ongoing process to develop a playing pitches strategy and as part of this a number of reports have been considered by committee.  The most recent consideration was at the meeting of the committee on 14 April 2011.  At this meeting Members noted the progress to date and agreed that final recommendations would be reported to the committee at its June meeting. 

            The aim of the draft playing pitches strategy is: To contribute to improved health and wellbeing in Belfast by enabling adequate outdoor sports facilities and, working with partners, seek to maximise the provision and use of safe, accessible and quality outdoor leisure facilities. 

            The draft strategy has three high level objectives which are supported by a number of sub-objectives. These are:

            Objective 1 – Capital investment

            To deliver and, working in partnership, enable a programme of capital development, enhancement and maintenance investments which address identified deficiencies and protect existing playing pitch provision.

            Objective 2 – Management

            To implement and monitor a range of management options with community and statutory partners, so as to maximise people’s participation in team sports activity.

            Objective 3 – Sports development

            Working in partnership to develop and deliver a sports development programme to maximise people’s participation in team sports activity.  This will include under-represented groups, such as females and those with disabilities.

            The first phase of the public consultation commenced on 10 January and closed on 4 March 2011 and the findings of this were presented to Members at a special committee on 21 March 2011.

            As a result of the meetings to date the following has been agreed that:

·         the strategy would cover a 10 year period;

·         the strategy would promote partnership working;

·         capital investment in the first three years of the strategy would primarily be in council owned sites;

·         delivery in years 1-3 would be a combination approach of:

-     new pitches and pitch upgrades including ancillary provisions;

-     investment in changing provision;

-     cricket square installation/upgrade;

-     small scale investment in educational facilities to secure an increased community access to educational sites.

·         a revised prioritisation matrix for investment decisions regarding potential sites.

            At the special meeting of the committee on 21 March 2011 Members expressed concerns that:

·         the Cliftonville playing fields had not been included in the list of viable sites for phase 1 investment; and

·         it appeared that insufficient consideration had been given to the development of cricket and junior and ladies football provision.

            An update on the work that had commenced to address these concerns, particularly with regard to Cliftonville playing fields and junior football provision was provided to the committee at the April meeting.  It was agreed that final recommendations be made to the June meeting of the committee.

2          Key Issues

            Prioritisation – pitches

            Thirty-one council owned sites were considered for potential investment for new pitch provision.  These were assessed using the revised prioritisation matrix also taking into account  ...  view the full minutes text for item 5.

            The Committee considered the undernoted report:

“1.0     Relevant Background Information

            The Parks and Leisure improvement programme is focused on building capacity and delivering better services and better outcomes for communities in Belfast.  This is being achieved through:

1.   reviewing management arrangements and operational efficiency;

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

            The programme currently has a number of work streams; Parks Improvement, Leisure Services Improvement, Review of Business Support, and a Marketing and Communications Review. Given the scale of the reviews the following phased approach to streamlining management arrangements and achieving operational efficiency has been adopted :

            Phase I

·         Agreement and implementation of the Parks Management operational structural tier; and

·         Agreement and implementation of Parks and Leisure Business Support management tier.

            Phase II

·         Operational review of Parks and Leisure Business Support including the leisure centre business support staff;

·         Parks operational review to include: the review of the role of Team Leaders or “Parks Supervisors”; review of boundaries and numbers of staff; development of processes; quality monitoring; and implementation of systems.

·         Operational review of the Outdoor Leisure function

·         Development of a Parks Community Resource (i.e. CommunityPark Warden);

·         Review of the estates function including BelfastCastle and Malone House (this will include the exploration of a coordinated estates/commercial function across the Parks and Cemeteries Service);

·         Review of the Development function of Parks and Leisure

·         Review of Bereavement Services.

            Phase III

·         Review of the management strand within Leisure Services; and

·         Review of the operational strand in Leisure Services

·         Review of operation at Roselawn Crematorium

·         Review of Marketing and Communications

·         Review of operation at Belfast Zoo

2.0       Key Issues

            Progress to Date

            Phase I

·         Phase 1 was completed in January 2010 with agreed management side and trade union positions on the way forward.  Proposals have been implemented with the establishment within existing resource of City Park Managers, Community Park Managers and Outreach Managers.

            Phase II

·         A review of Bereavement services was completed in conjunction with the review of management arrangements and operational efficiency for Parks. Recommendations have been implemented.

·         A review of parks operational boundaries was completed which included more efficient deployment of staff and use of equipment. Work on reviewing the staffing allocation in each parks operational area is continuing with a focus on the roles of ROSPA and driver/gardeners.  Recommendations for a Parks operative role will be brought to committee in August 2011.

·         Recommendations from the review of the development strand of the Parks operation were made to committee in June 210 with proposed further work to be done on the post of Principal Parks and Cemeteries Development Manager. The post has been developed and re-designated as Departmental Portfolio Manager. The review of Landscape Planning and Development Unit is nearing completion and will be reported to August 2011 committee. The proposed review of the Departmental Development Strand is continuing and it is expected that outcomes will be reported in October 2011.

Work  ...  view the full minutes text for item 6.

            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 of the Council’s Safer Neighbourhoods Anti-social Behaviour Programme.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

            In October 2010 committee approved a phased approach to making cemeteries records available on-line.  Phase 1 was to make basic information accessible to the public as soon as possible.  Phase 2 was to examine the potential of providing additional information on-line and the possibility of charging for the service and Phase 3 was to explore the historical value of extending cemeteries records to other cemeteries in the city such as Milltown.

            Phase 1 was completed in January 2011 providing a free internet service to the public for retrieval of burial records.  The burial search has proved to be very successful with it being the most visited section of the council website for the month of March.  Visitors to the site were in the region of 1,000 per day during the first month although this has now dropped to approx 450 per day.  Many of the visitors are new visitors to the council website and have originated from 21 different countries outside of the UK and Ireland with USA, Canada and Australia bringing the highest rate of traffic. 

            An on-line feedback form was used to establish what people thought about the site and also to gain insight in to what other information would be useful.

            The feedback concluded that 99% would recommend the burial search service and 87% thought it was good or excellent.  Most of the additional comments were expressing thanks or congratulations on an excellent resource. 

            The following requests were the most popular requests for

·         additional information:

·         Details of who else is in the grave - 59%

·         Image of the Burial record – 32%

·         Location/Map – 21%

·         Occupation – 20%

·         Cause of Death – 8%.

            Phase 2 will take on board the above feedback and provide an improved free search facility by plot number and provide details on who is in the grave.  The improvements will also offer the facility to view and print images of the burial records, giving access to cause of death and occupation details where available.  This information is available as a result of significant investment by the council to preserve the public record through digitisation of cemeteries’ records. It is proposed that this additional service is available at a charge to the public.

            The introduction of the search facility has increased public interest and increased demand for searches which has created significant additional work for the cemeteries office staff and staff at each of the cemeteries. For example, the time taken searching for specific name(s), can vary between ten minutes and two hours depending on the complexity of the search and the information provided at the outset.  The queries also include staff members being asked to physically locate and show the grave to the applicant.

            As a result of this additional work a new charge for staff time is also being suggested.  The charge would be in line with other councils in Northern Ireland.

2          Key Issues

            Phase 2 Proposals

            Phase 2  ...  view the full minutes text for item 8.

            The Committee was reminded that, at its meeting on 14th April, it had considered a report in relation to the implications for the 2011/2012 Parks and Leisure revenue budget of the revised burial and cremation charges which had been agreed by Members during February, 2011.  At that meeting, a Member had raised an issue in respect of the burial of retained human tissue.

            The Director advised the Members that this had related to a recent case when, at the request of the coroner, a sample of human tissue had been held back from burial.  Thereafter, the deceased’s widow had been charged an additional fee to reopen the grave for the subsequent burial of that tissue.  The view had been expressed that the additional charge had been unfair and that sensitivity and discretion should be exercised in such cases.  It had been suggested therefore that authority be delegated to the Director of Parks and Leisure to waive additional grave opening fees where he considered that the circumstances would warrant such a decision.

            The Committee agreed that the Director of Parks and Leisure be delegated authority to waive such fees in those circumstances.

            The Committee was reminded that, at its meeting on 10th February, it had been informed that the National Playing Fields Association, Fields in Trust, had launched the Queen Elizabeth II Fields Challenge, an officially endorsed initiative aimed at marking the Queen’s Diamond Jubilee and the London 2012 Olympics.  It was pointed out that the programme aimed also to protect playing fields in communities throughout the United Kingdom and to ensure access to outdoor sport, play and recreation areas for future generations.  At that meeting, the Committee had authorised the Director of Parks and Leisure to seek nominations from the various Party Groupings in relation to those sites which could be eligible to participate in the Initiative.

            Accordingly, the Director reported that the following nominations had been received in this regard:

·          Orangefield Playing Fields

·          Ormeau Park

·          Barnett’s Demesne

·          Lagan Meadows

·          Connswater Community Greenway

·          Blythefield Park

            In addition, the Council’s Legal Services Section had considered each site in terms of ownership, title, restrictions and the conditions which would be applied, details of which had been provided for the information of the Members.

            The Director reported that the organisation had requested that the submission of potential sites be forwarded as soon as possible and, based on legal considerations, it appeared that without the need for lengthy investigative work only two sites were deemed suitable, namely the Orangefield Playing Fields and Lagan Meadows sites.

            Accordingly, he recommended that the Committee agree that the Orangefield Playing Fields and Lagan Meadows sites be submitted to the Fields in Trust for consideration as part of the Queen Elizabeth II Challenge.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

1.1       A first round application was made to the Heritage Lottery Fund (HLF) on 16 February 2011 for a Heritage Grant to fund a project in Botanic Gardens focusing on the restoration of the Tropical Ravine, with associated programming in line with HLF’s objectives.

1.2       The application was for a grant of £3,912,800 towards a total project cost of £5,217,072, requiring a partnership contribution for the balance (£1,304,272) to be made from the capital programme, subject to progression through the gates review process.

1.3       In addition, the submission requested a development grant of £156,500 to fund preparation of the second round (final) application – a process for which HLF allows a maximum of two years, during which comprehensive consultation, design and planning would take place.

1.4       The first round application was prepared with specialist assistance from Hall Black Douglas and Purcell Millar Tritton architects, and in consultation with the Ulster Museum, Queen’s University Belfast, the Lyric Theatre, the Friends of Botanic Gardens, and local schools. 

1.5       In summary, the application proposed the following:

            Capital works including:

-     Provision of a new roofing system incorporating a lantern ridge with gallery slung beneath to allow staff access and viewing area;

-     Restoration/replacement of walkways and windows, restoration of brickwork detailing, internal landscaping, water features and theatrical lighting arrangements;

-     New boiler and heating systems and new environmental controls eating and humidity;

-     Development of access and user space, including an extension to provide new space for interpretation and visitor groups and enhance connectivity to Ulster Museum, and low level access to the Ravine with a lift to walkway level;

-     Improvements to physical linkages with other areas of the gardens and the surrounding institutions, including immediate hard landscaping, paths, paving, seating, lighting, signage, and refurbishment of existing shrubberies;

-     Development of the plant collection, including replacement and replant of specimens, as necessary; and

1.6       Programming activities including:

-     Development of knowledge and expertise on the plant collection through research and recording, including comprehensive cataloguing and preparation of a policy and strategy for development of the collection;

-     Development of knowledge on the history of the Tropical Ravine through linkages with a range of external sources;

-     Development of a programme of training and education for staff and volunteers working in the Ravine;

-     Development of appropriate interpretive material to meet a range of user needs including, public, educational, scientific, and specific user groups, for example including sensory facilities for sight and hearing-impaired visitors; and

-     Development of a five year programme of activities including partnership activities with the surrounding institutions, such as shared interpretation and scheduled visits to the Ravine aligned with the Ulster Museum’s education programme, use of the Ravine as a theatrical outreach venue, development of a volunteering programme for tours, and programming of evening events showcasing recreation of the historic interior lighting effects.

            2.         Key Issues

2.1       Heritage Grant applications for more than £1,000,000 are determined every two months  ...  view the full minutes text for item 11.

            The Committee was reminded that, at its meeting on 14th October, it had agreed to grant a 99 year lease in relation to a small portion of land at the Ormeau Park to Northern Ireland Water for the capital sum of £500.  The Director stated that the purpose of the lease was to facilitate the construction, operation and maintenance of equipment which aimed to improve the quality of any storm overflow waters entering the River Lagan.  However, in order to facilitate the operation of equipment on the leased land, Northern Ireland Water required the provision of electricity and, in accordance with normal practice, Northern Ireland Electricity now wished to enter into a Wayleave Agreement with the Council in order to install an underground cable to service the site.

            Accordingly, the Director recommended that the Committee grant authority to enter into a Wayleave Agreement with Northern Ireland Electricity on the normal terms, including provision for the removal or re-siting of the cable at its own expense, should the Council wish to develop the site and the payment of a minimal fee of £2.10 per annum.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       The Parks and Leisure Committee at its meeting on 14 April 2011 and the Strategic Policy and Resources Committee of 15 April 2011 have agreed to commit to the refurbishment of Dunville Park.  This project is being jointly funded by the council and DRD.

1.2       Springfield Charitable Association (a registered charity) occupies the former Elderly Men’s Centre, on a site of approximately 0.1 acres, at Dunville Park, on a 25 year lease dated 1 January 1995.  Due to the impending redevelopment of Dunville Park, council officers have been in discussions with Springfield Charitable Association regarding the potential surrender of the lease in order to facilitate the proposed redevelopment of the park for the benefit of the local area. 

1.3       The original rent under the lease was £700 per annum and because the building was in poor condition at that time, the association was required to expend the sum of at least £66,000 in upgrading and refurbishing the building within two years of commencement of the lease.  The rent was subject to review every five years and use of the building was originally restricted to a day centre for elderly persons. 

            By a deed of variation dated 8 May 2001 the use of the building was widened to allow use as a ‘community activity centre’.  The association currently pays the rent of £700 p.a. as set out in the lease although following settlement of rent reviews effective 1/1/99, 1/1/04 and 1/1/09 revised rents of £800p.a; £900 p.a and £1040 p.a. have been agreed.  

1.4       Officers have sought to agree a surrender value with the association and, in conjunction with the association, have agreed to offset this against back rents.   As a result of discussions the association has now agreed surrender of the lease for a net sum of £8079 payable by the council to the association.  Surrender of the existing 25 year lease (which would otherwise expire in 2019) secures the site for the proposed redevelopment of Dunville Park for the benefit of the local area. 

1.5       Springfield Charitable Association has a number of properties in the Falls area and is keen to maintain their presence.  As part of the discussions on the potential surrender of the DunvillePark lease they have asked that the council consider granting them a 25 year lease on alternative council premises in the locality.  Officers are conscious that a number of hurdles would need to be overcome in order to allow the council to enter into new arrangements with the association and these include:

(a)   consideration of the nature of the proposed use;

(b)   the identification and availability of an appropriate site/accommodation, taking account of planning, environmental and socio economic issues;

(c)   the capital and revenue costs to the council and/or the association from any such arrangement; and

(d)   issues in relation to obtaining ‘best price’ and/or marketing of the relevant property in accordance with Section 96 of the  ...  view the full minutes text for item 13.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       Following a decision by the Parks and Leisure Committee on 15 May 2008, the Strategic Policy and Resources Committee, at its meeting on 14 November 2008, approved the grant of a temporary licence to Carvill Group for an area of 1.21 acres at Annadale Embankment.  The licence restricted use of the land to use as a contractor’s compound in connection with the development of 216 apartments and underground car parking on Carvill’s adjoining land.  The licence was granted subject to the inclusion of certain legal protection for the council’s position as the owner of land adjoining the apartment development.  Among other things the licence also provided for reinstatement of the council’s land in accordance with an agreed landscape plan.

1.2       Carvill Group has now completed four out of the intended five apartment blocks which make up the development.  Although the overall pace of development has slowed as a result of the relative weakness of the property market, it is understood that work on the fifth and final block was due to commence soon, however as Carvill Group are now in administration there remains some uncertainty regarding this. 

1.3       To facilitate the development of the final apartment block while at the same time reducing their financial obligations under the existing licence agreement, Carvill Group had sought a re-negotiation of the physical extent of the land held on licence from the council.  The attached map shows (shaded yellow) the land included in the existing licence agreement.  The area Carvill’s wished to retain is shown outlined red. 

2          Key Issues

2.1       Reduction of the area let on licence to Carvill Group (now in administration) would facilitate the construction of the final part of the proposed apartment development while reducing the financial commitment to the council in terms of licence fee (currently £30,000 per annum).  A revised apportioned licence fee of £2750 had been agreed with valuers acting for Carvill Group.  Advice from Legal Services suggests the retention of the revised area of land by Carvill Group could best be achieved by way of a variation of the existing licence agreement.  This would keep in place many of the legal protections incorporated in the existing arrangements but allow the council to take over maintenance of much of the site (subject to safeguards in relation to minor outstanding reinstatement issues). 

2.2       Carvill Group also wished to retain advertising boards and a number of flag poles on the area shaded yellow on the map  and a licence fee of £1500 per annum has been negotiated with Carvill Group’s valuer for retention of these items.  Carvill Group will be solely responsible for the management of these structures although the council will retain the right to seek their removal at any stage.

2.3       The combined agreed apportioned licence fee (£2750 per annum) for the reduced land area, plus the licence fee (£1500) for the advertising boards and flagpoles would have reduced Carvill Group’s financial commitment from £30,000  ...  view the full minutes text for item 14.

            The Committee noted that the Whiterock Leisure Centre was required to close during the period from 15th till 31st August in order to undertake essential maintenance.  The Director pointed out that those repairs had been highlighted as a priority requirement as part of the building conditions survey four year plan.  In addition, remedial works had been identified as a priority for the main hall area in connection with the construction of two one wall handball courts.  He pointed out that the proposed works would follow at the conclusion of the Whiterock Leisure Centre Summer Scheme and prior to the commencement of the autumn programme which was deemed to be the most appropriate time.

            The Committee was reminded that each year summer schemes were organised at the Council’s Leisure Centres during July and August.  The Council’s Community Services Section offered grant funding to the voluntary community sector to support summer scheme activity programmes, subject to established qualifying criteria.

            The Director of Parks and Leisure reported that the Leisure Services Section had provided quality play, recreation and sporting opportunities for the children of Belfast over the summer holiday period and, in recent years, the free use of swimming pools had been available to those community groups which had been in receipt of summer scheme funding from Community Services, subject to availability. 

Free entrance to the Zoo and Adventurous Playground had been offered also to children, particularly in Leisure Centre Summer Schemes.  Concessionary entrance fees to the Zoo and free entrance to the Adventurous Playground before noon were offered to community groups in receipt of Summer Scheme funding from Community Services.

            An amount of £93,400 had been allocated within the revenue budget for 2011/2012 to support Summer Schemes in Leisure Centres, with an anticipated £40,000 projected income to be received from participants.  Accordingly, the Director recommended that the Committee grant approval for:

(i)     free swimming and concessionary entrance fees to the Belfast Zoo during July and August for community group schemes which were in receipt of Summer Scheme funding from the Community Services Section;

(ii)    free entrance to the Belfast Zoo during July and August for children participating in the Council’s Summer Scheme; and

(iii)    free entrance to the Adventurous Playground during July and August for children participating in the Scheme and free entrance before noon for community group schemes which were in receipt of Summer Scheme funding from Community Services Section, subject to availability.

            The Committee granted the approvals sought.

            The Committee was reminded that, at its meeting on 14th April, it had granted authority to the Parks Department to support summer intervention activities throughout the City which were being funded by the Office of the First Minister and the Deputy First Minister and administered through the Council’s Good Relations Unit.  The Director reported that, in addition to that scheme, there was now further work ongoing across the Council to develop programmes which could help relieve heightened community tensions over the summer period.  He pointed out that, by supporting summer intervention activities, it was likely that the Council would be required to be involved in either leading in the delivery of organised programmes or supporting community-led programmes.  This might require the opening of council-owned sites and leisure centres which, the Committee had agreed previously, could be closed on certain key dates.  Accordingly, he requested that the Committee grant him delegated authority to:

(i)   authorise officers to engage in further inter-departmental discussions on the development of either community-led or Council-led programmes or activities over the Summer period; and

(ii)  open any park and/or leisure site/venue, or part thereof, where appropriate, in order to accommodate organised programmes or activities during the holiday period.

            The Committee granted the authority sought.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       In March 2011, the Council received an invitation from the Department of Agriculture and Rural Development (DARD) to respond to their draft Rural White Paper Action Plan consultation.  DARD is seeking responses by Monday 13th June 2011.

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

2          Key Issues

2.1       The purpose of the consultation is to seek views from the public and other interested parties on the contents of the draft Rural White Paper Action Plan.   Full details of the consultation are available in the consultation section of DARD’s website www.dardni.gov.uk

2.2       Respondents are required to complete a questionnaire which asks for views on the following areas:

·         The vision for rural areas and associated key policy priorities as set out in the white paper

·         How realistic and meaningful the proposed actions are and  their effectiveness

·         What the key challenges or priorities for rural areas over the next five years are

·         What further measures should be included

·         Which other issues the white paper should focus on

·         What are the mains strengths and weaknesses of the white paper

·         How should its success be measured.

            Overall the council’s response highlights that we believes that the main strengths of the document are that is inspirational, takes a thematic approach and is cross departmental but that it lacks detail around the proposed actions and how they will be delivered to achieve its vision.  Our response states that in principle with the actions that are set out in the document and in question 5 we give detailed views around the actions relating to the increase in rural tourism opportunities and increased sustainable recreational use of the countryside. 

2.3       Subject to approval by Committee, it is proposed that the final response is submitted to DARD by 13th June with the proviso that this is subject to full Council approval at its meeting in July.

3          Resource Implications

3.1       Financial

            None required.

3.2       Human Resources

            None required.

3.3       Asset and Other Implications

            None at this stage.

4          Equality and Good Relations Implications

4.1       There are no equality and good relations implications.

5          Recommendations

5.1       Members are asked to approve the draft consultation response subject to any comments provided.

6          Decision Tracking

6.1       The Policy and Business Development Officer will submit the response with any agreed amendments to DARD by 13th June 2011

7          Key to Abbreviations

7.1       DARD – Department of Agriculture and Rural Development”

            After discussion, the Committee agreed that the following comments be submitted as the Council’s official response to the Department of Agricultural and Rural Development:

“Draft Rural White Paper

 Action Plan – Response Form

Note that responses to the consultation should arrive with DARD not later than close of play on  Monday 13th June 2011

1.  The  ...  view the full minutes text for item 18.

            The Director of Parks and Leisure sought and was granted authority to instigate tendering exercises in relation to the undernoted items:

            The Committee noted that all tenders would be evaluated on both cost and quality and that contracts would be awarded to the most economically advantageous tenders submitted.

            The Director reported that a request had been received from Opportunity Youth to use the Cave Hill for a charity fundraising event on a Saturday during the period from 3rd till 17th September.  He pointed out that the Cave Hill had been chosen for its unique location and marketing potential, specifically McArt’s Fort which would be the area where the proposed event would take place.  In addition, the organisation wished to promote it as a first ever abseil on the Cave Hill.  Consideration had been given to the health and safety implications and environmental issues surrounding the proposed event.

            The Director stated that the main concern associated with the proposals was the possible disturbance of nesting birds around the cliff faces of the Cave Hill.  The area had also been identified as a key nesting area for peregrine falcons and kestrels.  The last successful breeding period had taken place during 1999 and the event organisers had given assurances that a survey would be carried out in the weeks running up to the event and, should birds be found to be nesting within the vicinity of the proposed abseil, the event would be delayed until advice had been received from the Raptor Study Group, which were the experts on birds of prey.  The Director stated also that the events organisers would be required to undertake a risk assessment and to ensure that all health and safety requirements were met.

            Accordingly, he recommended that the Committee grant authority for the charity abseiling event to be held on the Cave Hill, 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 being prepared by the Town Solicitor and Assistant Chief Executive;

(iii)    the event organisers meeting all statutory requirements including entertainment licensing; and

(iv)   the event organiser ensuring all health and safety requirements are met to the Council’s satisfaction, including risk assessments, safe systems of work and equipment inspection information.

            The Committee adopted the recommendations.

            The Committee was informed that a request had been received from the organisers of Féile an Phobail for the use of the Andersonstown Leisure Centre, the Dunville Park, the Falls Park and the City Cemetery during the period from 31st July till 8th August as venues for the West Belfast Festival.

            The Members were reminded that on previous occasions Council venues had been available for the holding of various events associated with the Festival.  The Director pointed out that the proposed events at the Andersonstown Leisure Centre would require the use of the main hall and various rooms from 2nd till 8th August, including set up and clearance days.

            The event in Dunville Park and Falls Park would be similar to last year and would include:

·          Dunville Park - 31st July, carnival parade through the park

·          Falls Park - 4th August, Teddy Bears picnic

·          Falls Park -  6th August, Filipino culture festival

·          Falls Park - 7th August, Féile family entertainment day in the park, music and family entertainment, including a display from the Wild Geese parachutists.

            Events in the City Cemetery would include guided historical tours which would be charged appropriately by the tour provider.  Accordingly, the Director recommended that the Committee:

(i)     grant permission for Féile an Phobail to use the Dunville and Falls Parks in connection with the above-mentioned programme;

(ii)    approve the application to hire facilities at the Andersonstown Leisure Centre during the period from 2nd till 8th August, including set up and clearance days; and

(iii)    authorise the use of the City Cemetery for guided historical tours which would be charged for appropriately by the tour provider.

            The Committee adopted the recommendations, subject to the organisers liaising with the Council’s Health and Environmental Services Department and compliance with the Council’s policies and statutory requirements.

            The Committee considered the undernoted report:

“1        Relevant Background Information

            In 2006 the council agreed to implement a pricing policy which changed how private coaching services were operated and charged within Belfast City Council leisure centres. The actions in summary were:

·         Private coaching was permitted subject to centre programming and casual user demand

·         All coaches were to register with a host centre showing liability insurance and qualifications, POCVA check also required (not Council staff)

·         Signed confirmation of the coach responsibility for all Inland Revenue demands.

·         Coaches to pay full activity price (no discounts)

·         Customers to pay activity price and are eligible for appropriate BOOST discounts

·         Coaches to pay £4 for each individual client under instruction and £2 per client for groups of 5 or more.

·         Council officers engaging in private coaching must pay the same sessions and client fees as listed and must seek their line manager’s approval, scale 6 and above must seek approval from head of service.

            It was estimated that this would increase centre income and centre foot fall.

            A review of this policy took place in 2010 with the following findings:

·         Accurate auditing of client user numbers was found to be difficult.

·         The IT system did not distinguish individual coaches and resulted in retrospective analysis and auditing of payments being ineffective.

·         A pilot audit, at one facility, during February 2010 discovered that incorrect levels of payment had been submitted resulting in an income deficit of £104. The outstanding finance was ultimately paid however the exercise highlighted an area for improvement.

            The recommendation therefore is to adopt a new charging policy for all private coaching. This, it is intended, will provide more concise management information and will be administered in a similar manner to the Boost membership system. It will also remove on – site payments by private coaches and will ensure that accurate auditing is achievable.

2          Key Issues

            The following are the key issues of the recommended change to the charging policy. There has been an extensive consultation process with Leisure Centre Managers, Leisure Development staff and the Leisure Operations Manager. A working group was established and the recommendations are as follows:

·         The coach consents to the Council carrying out an appropriate POCVA check. The coach must pay a registration fee of £100 to register under the scheme. Existing council employees who have passed the POCVA check will pay a reduced fee of £65. The council reserves the right to review access NI checks on an annual basis

·         The coach shall pay the council £100 per month by way of direct debit

·         Following a 30 day notice the coach may ‘freeze’ the direct debit, twice in any 12 month period.

·         A session will be of a 40 min duration max

·         Coaching sessions within the Swimming pool area will be for a maximum of 2 clients in any one session

·         For coaching sessions (within the Swimming Pool area) with 3 or more clients (up to a maximum of 6 clients) a swimming lane must be booked  ...  view the full minutes text for item 22.

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