Agenda and minutes

An apology for inability to attend was reported from Councillor O’Neill.

            The minutes of the meeting of 9th 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.

            Regarding agenda item 11, viz., ‘King William Park Closure and Art Project’, Councillor Haire indicated that he was Belfast County Grand Master of the Grand Orange Lodge of Ireland, but pointed out that there existed no associated pecuniary or material conflict within the report.

(Mrs. 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 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 2011/12

      The current performance in quarter three of the Parks and Leisure department is a 3.5% variance against the year to date budget; i.e.; an under spend of £584k.

      There are a number of key reasons for this position:

The direct employee budget is showing a 1% overspend at quarter three which is a reduction from the position in quarter 2.  Committee will be aware of the ongoing service reviews within the Department and recommendations will be provided to committee over the next number of months to finalise the structures.  Measures regarding overtime and agency staff are currently being implemented to curtail the increase.

      The borehole at the Zoo has finally been re-connected which means that the water supply at the zoo can be fully provided without a requirement to connect to the mains supply. However £82k of expenditure over budget has already be spent in this area.

      Playground refurbishment is £150k under spent against budget at quarter three and the resurfacing of paths is under by £70k however there are agreed programmes of work in these areas which will be completed by year end.

      Grounds Maintenance budgets in Parks are reporting an under spend of £800k which is linked to delays in programmes of work however some of these will not be completed by year end.

      The budget for compensation claims is overspent by £56k in Leisure and £187k in Parks and Cemeteries.  Most of this relates to historical claims.  However the reporting and inspection processes have been improved.

      Income from Grants has been received by Leisure Development.  Applications were speculative in nature and were therefore the income was not budgeted for.  Expenditure against these projects and others has not yet been incurred.  Income from Leisure Centres continues to feel the impact of  ...  view the full minutes text for item 2.

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

            The Business Support Manager reported that the rents payable on Parks Properties had been revised with effect from 1st April, 2012.  The properties were allocated to employees and, because of the link to employment, the Tenancy Agreements provided less protection for occupiers than equivalent Housing Executive or private rented sector lettings.  In addition, the occupiers were required to undertake a range of responsibilities specific to the properties outside of normal working hours.

            The revised rents had been calculated using the Northern Ireland Housing Executive Rents Points Scheme for houses with similar facilities and had been adjusted by the Estates Management Unit to take account of factors such as location, access to the surrounding environment, the condition of the dwelling, security of tenure and additional responsibilities.

            She pointed out that, during the two-year period since the last review, Housing Executive rents had risen by approximately 10.6% and that, whilst the proposed rents were broadly consistent with that level of increase, allowances had been applied to each house in the terms indicated above.  Accordingly, she recommended that the undernoted revised weekly rents be approved by the Committee, notified to the Strategic Policy and Resources Committee in accordance with Standing Order 46 (viii) (n), and applied with effect from the first month following ratification of revised rents by the Council.  Furthermore, she recommended that approval be granted retrospectively to the allocation of the property at 2a Stranmillis Road to Ms. A. Haveron.

The Committee adopted the recommendations.

The Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1        Relevant Background Information

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

            A review of management arrangements including roles and responsibilities and an expression of interest for voluntary redundancy (VR) were considered to be priorities in the first phase of the leisure improvement programme. Outcomes from this first stage were presented to committee in January 2011 in the form of a management side position on a Leisure Services management structure. This included the rationale for allowing three members of staff to be released through VR.

            The committee agreed to adopt the proposed organisational structure subject to agreement by the Strategic Policy and Resources Committee and approved the recommendation for the deletion of four management posts and release of three staff through voluntary redundancy. This was supported at the Strategic Policy and Resources committee in January 2011. Committee agreed to proceed with the implementation of the proposed organisational structure in February 2011.

            During the past year an extensive consultation exercise has been undertaken following Committee’s approval of the draft structure. The new management included a new Leisure Area Manager, merging the Assistant Manager and Recreation Officer role into a new Duty Manager post and deleting the Tennis Development Manager post.

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

2          Key Issues

            A number of working groups were established to agree how the new management arrangements would be effectively implemented and to identify any issues that were required to be resolved.  In addition a monthly trade union steering group (and subsequent implementation sub-group) were established to obtain an ‘agreed position’ regarding job roles, job descriptions and flexible working arrangements which cumulated in new job descriptions being agreed in February 2012.

            Implementation of the new management arrangements will now continue anticipating that staff will be in post from July 2012.

3          Resource Implications

            Financial

            The Duty Manager post job description has been agreed and evaluated at SO2.

            The financial implications are as those agreed by Committee in January 2011 regarding the releasing of the three staff members on voluntary redundancy. Approximate costs were agreed by committee and were within the agreed payback period.  The final position is now set out below for your information and meets the appropriate payback target.

            Cost

            VR costs for three members of staff: £244,541

            20 Scale 6 posts to 20 SO2 posts £161,360

            Total costs: £405,901

            Savings

            Deletion of 3 posts (1xPO3 and 2xSO2) : £140,485

            Deletion of 1 temporary Leisure Centre Manager Post:  ...  view the full minutes text for item 4.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

            Members will be aware that at its meeting in January 2012 the Committee agreed to:

            Support the development of a boxing strategy for the city.  It was also agreed that a further report will be brought to committee providing the proposed approach for the development of the strategy.

            Following the Committee’s approval for the development of a boxing strategy for the city, officers have been working to progress the project.

            This reports outlines progress to date and the approach proposed for the development of the strategy.

2.         Key Issues

            Progress to date

            Officers have held initial meetings with representatives from Co Antrim Boxing, Ulster Boxing Council (UBC), Sport Northern Ireland (SNI) and the Irish Amateur Boxing Association (IABA).  All of these organisations have agreed to work in partnership with the Council in the development of a boxing strategy for the city.

            A wider meeting was held on the 28th February in City Hall to which all the boxing clubs in Belfast were invited.  The purpose of this meeting was to outline the proposed approach and to get feedback from the clubs on it.

            Proposed approach

            Officers have drafted an approach to the development of a boxing strategy for the city.

            The first stage of the approach will be the establishment of a steering group to oversee the development of the strategy.  This group will be chaired by the Assistant Director of Parks and Leisure and will consist of representatives from the Council, SNI, UBC, IABA and Co Antrim Boxing Board.  Our partner organisations on the steering group will be responsible for informing their members of progress and feeding back their views.  Wider meetings of all the boxing clubs will also be held at key stages to inform them of progress and obtain their feedback.

            Following the establishment of the steering group a baseline assessment will be undertaken.  As part of this process a questionnaire will be developed and sent out to all boxing clubs in the Belfast City Council area and those that are on the periphery.  The results will be analysed to provide us with an assessment of need and a clear picture of the current situation with boxing in the city.

            Following presentation of the findings to the Parks and Leisure Committee a draft strategy will developed based on the findings from the baseline assessment.  This will include a:

·     strategic context

·     assessment of need

·     options for going forward.

            Action plans will also be developed under the following 3 themes:

·     management/governance

·     sports development

·     capital investment.

            Following agreement of the draft strategy and action plan by the Parks and Leisure Committee a 12 week period of public consultation will take place.

            Ongoing equality screening will take place throughout the development of the strategy.

            Next steps

            A questionnaire is has been drafted and will be circulated to all clubs in order to gather the information for the baseline assessment – this will also be sent to those clubs that are on  ...  view the full minutes text for item 5.

            The Assistant Director of Parks and Leisure informed the Committee that a proposal had been received from the Belfast Boxing Ring seeking support for the erection of a number of statues to acknowledge the valuable contribution which boxing had made to the City.  The Belfast Boxing Ring had been established in 2010 with the aim of celebrating the rich and diverse history of boxing in the City and its initial focus was on the erection of a statue at the Cathedral Gardens which would commemorate Rinty Monaghan.

            After discussion, the Committee noted the information which had been provided and agreed to receive, at a future meeting, a presentation from representatives of the Belfast Boxing Ring.

            The Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1.       Relevant Background Information

            The Midnight Soccer intervention programme, which was funded by council and the Department of Justice, was provided from July – September 2011.

            The initiative was primarily operated between the hours of 2000-2300, and was facilitated during Tuesday/Wednesday and Friday evenings at five locations:

·        Avoniel Leisure Centre

·        Ballysillan Leisure Centre

·        Olympia Leisure Centre

·        Whiterock Leisure Centre

·        Lower Ormeau Residents Action Group (LORAG).

            Average weekly attendances for both age groups were recorded as follows:

·        Avoniel: 75

·        Ballysillan: 105

·        Olympia: 45 (limited pitch availability)

·        LORAG: 75

·        Whiterock: 85.

            Evaluation of the programme involved surveying 104 participants on 19 August 2011. The resulting surveys indicated that some 77% of participants identified that if the programme had not been commissioned they would have either been consuming alcohol (27%) taking narcotics (18%) or walking the streets (32%).  96% of young people advised that they had enjoyed the initiative and the optimum ages ranges were 16-17 (55%) and 14-15 (37%).

            The original objective of the project was to create a diversionary activity in order to help reduce traditionally higher levels of antisocial behaviour within Belfast during the summer months.  In addition the expansion of community and voluntary sector linkages was identified as a mutual benefit to operating the project. The mix of participants included clubs, youth groups and street teams with coaching being provided by paid and voluntary community workers in addition to professional coaching personnel.

2.         Key issues/events

            At the Parks and Leisure Committee on 10 November 2011 Councillors agreed that Officers would submit a report on the possibility of the Shore Road area being included within the Midnight Soccer Programme. Initial investigations have noted that Loughside Leisure Centre would not be suitable for usage during the summer months due to scheduled seasonal pitch maintenance. Exploratory talks will be held with Crusaders FC in order to assess if a joint venture can be achieved on the Shore road area.

            It is proposed that in addition to retaining the host venues from 2011 that the scheme is expanded in 2012 to include:

            A suitable venue identified within the Shore Road area.

            Parallel activities to target young females.

            The host venues were originally identified in order to maximise the potential geographical coverage of the initiative throughout Belfast. The venues were also able to provide modern 3G / Astroturf pitches and critically had floodlighting provision.

            It costs approximately £3,500 per venue to run an 8 week midnight soccer programme, with total costs for 2011 being met from funding of £6,900.00 from the Department of Justice and the remainder was from the Parks & leisure budget.

            The Midnight Street Soccer Company were employed to manage the coaching, refereeing, registration, and evaluation of the 2011 initiative, due to their expertise, staff and community links and an ability to organise and promote the project. It is proposed that, in line with procurement protocols, council seeks expressions of interest to provide coaching and  ...  view the full minutes text for item 7.

            The Committee considered the undernoted report:

“1.       Relevant Background Information

            A High Hedges Bill was introduced in the Northern Ireland Assembly on the 26April 2010 and the Bill received Royal Assent on the 3 May 2011 becoming the High Hedges Act (Northern Ireland) 2011.

            In summary the Act will provide a means of redress for people who are suffering loss of amenity because of a high hedge on a neighbour’s land acting as a barrier to light, and will provide district councils with certain powers to deal with complaints about high hedges. The legislation will allow councils to charge a fee for complaints and to transfer this charge to ‘hedge owners’ when a remedial notice takes effect.

            Members are reminded that in September 2011 the Parks and Leisure Committee approved submission of the final consultation response to DoE NI setting out the Council’s preferred fee of £350.00 which covers the cost of investigating and processing a complaint.

2.         Key Issues

            High Hedges Act – the process

            The High Hedges process is defined in four stages:

            Stage 1

·        On receipt of an informal enquiry from a member of the public concerning a nuisance hedge, the Council in the first instance will offer some factual information by way of a letter and an information pack.

·        Running in parallel to this a separate letter will be sent to the hedge owner advising them of their neighbour’s enquiry. Both parties will have an opportunity at this early stage to resolve the matter between them to their mutual satisfaction avoiding the need to go down the formal route.

·        However if the complainant is committed to pursuing a complaint through the Council they will be required to pay the complaint fee of £350.00 and complete a detailed complaint form showing evidence of how they have tried to resolve the matter with their neighbour since the legislation came into effect.

·        The complaint form will only be progressed if everything asked for by the Council has been provided i.e. the correct complaint fee and all required evidence.

·        The complainant will receive a letter from the Council confirming receipt of the complaint and the hedge owner will also receive a copy of the complaint form. Both parties will then be allowed a ten working day ‘cooling off’ period, which will give ample opportunity to resolve the matter between them.

·        If the complaint can be successfully resolved between the two parties and the official complaint withdrawn, the complainant will receive a refund from the Council for £262.50 (75%) of the original fee. The 25% will be retained to cover the Council’s administration costs to that point.

            Stage 2

·      However if both parties are still not in agreement, the complaint can continue to stage 2 and a notification of complaint letter will be sent to the hedge owner inviting them to submit any comments and additional information which the Council will need to be aware of.

For example:

o  Tree Preservation Orders

o  Conservation area

o  Planning conditions

o  Ecological  ...  view the full minutes text for item 8.

            The Assistant Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1.       Relevant Background Information

            In October 2011 Millward Brown was commissioned to conduct a community engagement exercise on behalf of Belfast City Council, following a number of reports of antisocial behaviour and criminal activity acted upon residents neighbouring the Cavehill Country Park. The purpose of this survey was to establish clear and robust data which would contribute to making the park a more pleasurable and safer space for park users and the local community.

            The conclusion of the report states: It is clearly evident from the survey that antisocial behaviour is an issue in Cavehill Country Park and the surrounding area.

            This committee report will highlight the recommendations emerging from the community consultation exercise and illustrate the various actions that have been implemented or proposals to be implemented.

2.         Key Issues

            The Executive Summary of the Cavehill Community Engagement Survey Report makes the following recommendations:

            Issues in the local area

            The majority of all incidences focus around groups of youths drinking and/or taking drugs in the park or near to residents’ houses, general public drunkenness and rowdiness, and acts of vandalism.

·     The PSNI and council should target these types of anti?social behaviour. There are opportunities to target youths through schools, youth clubs and social media to educate and inform of the impacts and consequences associated with anti-social behaviour.

·     There are also opportunities to target off-licences and taxi drivers to try and prevent the alcohol from getting into the hands of under-age drinkers.

·     More council and police presence at key times such as late night weekends and school holidays would be welcome. There is also an opportunity to put strategies in place to combat the known peak times such as St Patrick’s Day, July holidays and end of school term.

            Reporting anti-social behaviour

            There are clear issues regarding the reporting of anti-social behaviour in the area. Residents and park users are utilising a number of different channels and there is often uncertainty about who to contact and who is responsible. Another issue is that in many cases residents and park users are not reporting instances of anti-social behaviour at all.

·        There is a clear opportunity for the council and PSNI to put in place clear processes and procedures regarding informing residents about how they should report incidences of anti-social behaviour and what they can expect in terms of follow up.

·        There is an opportunity to promote a specialist ASB hotline or website for the area to ensure all reported incidents are logged, tracked and followed up.

·        The council and PSNI need to ensure that all residents are informed about the importance of reporting all incidences of anti-social behaviour. Only incidents that are reported can be investigated and only if all incidences are reported can they be sure that sufficient resources are issued to deal with the problems.

            Communication and engagement with the local community

            Residents, park users and stakeholders all demonstrated a willingness to engage  ...  view the full minutes text for item 9.

The Committee considered the undernoted report:

“1        Relevant Background Information

            The purpose of this report is to provide an update to Committee and to seek authority for elements of the event which have not been previously considered by the Parks and Leisure Committee.

            The Parks and Leisure Committee, at its meetings in September and November considered a request from the Joint Unionist Centenary Committee (UCC) for the use of Ormeau Park for an event to mark the centenary of the Balmoral review on Saturday, 19th May, 2012.

            The proposed request and location were also discussed at the meeting of the Council’s Historic Centenaries Working Group on 17th October and at a Special meeting of the same group on Wednesday, 25th October, when representatives of the UCC were in attendance.

            In November the Committee agreed to the use of Ormeau Park for the event, in line with the recommendation of the Historic Centenaries Working Group as follows:-

 ‘that:

1.          the event organisers resolving all operational issues to the council’s satisfaction;

2.      an appropriate legal agreement prepared by the Town Solicitor and Assistant Chief Executive is completed;

3.      the event organisers meet all statutory requirements including entertainment licensing; and

4.      the event organisers ensure that all health and safety requirements are met to the council’s satisfaction.’

...and subject to a number of further conditions (the first two of which have been in place for some years in relation to the Bonfire Management Programme):

·             That there are no displays of paramilitary emblems or regalia

·             That no national flags or symbols are burnt or defaced

·             That all the requirements of the Council’s Events Plan are fully complied with.

            The Committee report in November also made reference to the JUCC intentions to have a ‘Cultural Village’ of tented workshops and displays in the park with activities including music, dancing etc. and that the JUCC might want to extend the fairground and cultural village element to the Friday night if possible.  This element was not explicitly referred to in the report’s recommendation and was not considered by Committee at the meeting.  The UCC have now confirmed this to be the case and are asking the Committee to consider this request.

2          Key Issues

            The JUCC has emphasised that this is intended to be an alcohol-free event and they would seek assistance from the police and Parks staff in the management of the event; all stall holders, caterers and traders at the event would be certified in the usual manner. The UCC proposed that parking for essential parade traffic, including some vintage vehicles, would be at the Ozone site and they would organise their own event marshals on site.

            The event management plan is under development and the following groups and organisations are involved:-

·        G-Force – Event Management Plan and

·        Ambutran – Event Risk Assessment and First Aid provision

·        Eventsec – Stewarding and crowd control

·        AVK Catering – Food vendor management

            Internal / external event advisory assistance

·        PSNI

·        North and West Belfast Parades Forum  ...  view the full minutes text for item 10.

            The Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1.       Relevant Background Information

            King William Park is situated at the junction between Lisburn Road, Bradbury Place and University Road. This small neighbourhood park has become the focus of a series of meetings between PSNI, BCC, Belfast County Orange Lodge and Community representatives from Sandy Row and Donegal Pass.

            In recent years, during the band parades on 12 July, crowds gathering at the railings of the park and using the park for antisocial activities have displaced young families from the local neighbourhood. Local families gathered at the park in the past because it provided a safe vantage point for children.

            PSNI and Community representatives have now requested that the park is closed during the 12 July celebrations and hoarding is placed around the boundaries due to the crowds gathering and behaving inappropriately at King William Park.  

2.         Key Issues

            King William Park is a focal point for the band parades passing through Belfast on 12 July. Thousands gather to watch the parades throughout Shaftsbury Square, Bradbury place and Lower Lisburn Road. As the crowds swell, the passage of bands becomes restricted and a choke point forms at the end of King William Park.

            The profile of the crowds that gather at King William Park has been described, generally, as boisterous, adult males who are visiting the area for the day. These crowds have been reported to be climbing on the rails of the park, using the rails as a vantage point to watch the parades, using the park as a toilet and behaving in a manner which limits local residents and families’ access to and enjoyment of the parades.

            Community representatives from Donegal Pass and Sandy Row have been working together to ensure that the two neighbouring communities enjoy the parades. They have requested that the park is closed during the celebrations on 12 July. They have also requested support to place hoarding and art work around the park to restrict boisterous crowds climbing on rails.

            The hoarding would restrict crowds hanging off the railings and restrict access to the park. The PSNI will also have officers stationed at the gates of the park. These actions are intended to reduce inappropriate behaviour. Community representatives have also suggested that the hoarding could feature an arts project, led by young people from the area. The art work would create a more attractive backdrop than bare hoarding and the designs would celebrate the traditions and culture associated with the parades on 12 July in the Sandy Row and Donegal Pass areas.

            Engaging the young people from Sandy Row and Donegal Pass in an arts project celebrating the traditions and culture associated with the parades on 12 July, will reinforce positive ownership of this event and reduce the influence of the boisterous crowds.

3.         Resource Implications

            The estimated cost of provision of hoardings and art work is in the region of £10,000.  Provision has been made for this within the  ...  view the full minutes text for item 11.

            The Committee noted the contents of a report which had been submitted by the Director of Parks and Leisure in connection with an update on the phased approach to cemetery and crematorium development in the City and noted further that a report, which would outline the next steps in the process, would be submitted to a future meeting.

            The Committee noted the contents of a report which had been submitted by the Director of Parks and Leisure in connection with the Council’s contribution to the achievement of the twenty six targets in respect of Sport Matters, a Strategy for Sport and Physical Recreation 2009 – 2019.

            The Committee was informed that a request had been received from the Royal Ulster Agricultural Society for the use of the Strangford Avenue and the Boucher Road Playing Fields for car parking purposes from 14th May till 19th May in connection with the Balmoral Show.

            The Committee noted that, if permission was granted, it would be necessary to close the sites to accommodate the park and ride.  Therefore, it would be necessary to inform the Gaelic Athletic Association and Association Football Clubs affected and to make every effort to relocate them where possible.

            The Director recommended that the Society be granted the use of the facilities as requested and that a charge of £12,140 plus VAT be levied.  In addition, he recommended that approval be granted, 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 agreement be prepared by the Council’s Legal Services Section; and

(iii)       the event organisers meet all statutory requirements.

            The Committee adopted the recommendations.

The Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1  Relevant Background Information

      The purpose of this report is to seek Committee approval for the free use of Botanic Lower for a charity fundraiser ‘Polo in the City’ event in August 2012 by Mencap NI.

      The first-ever Polo In The City event took place in August 2011 when more than 600 people enjoyed a day of sport and entertainment on Stranmillis Embankment in the lower Botanic Gardens.

      The event in 2011 was run by and in aid of Mencap in Northern Ireland and raised almost £10,000 for the charity. All the money raised by the charity is spent supporting both children and adults with a learning disability living here in N.I

      The event secured a high level of brand sponsorship and involvement from Charles Hurst, Veuve Clicquot, House of Fraser, CBS Astor Buller, AirCore and Walker Communications and received high media coverage.

2    Key Issues

      This event brings together sporting enthusiasts, Mencap supporters and groups of friends from all across the city and provides a platform for a new sport (Polo) to be enjoyed in the heart of Belfast city.

      The 2012 event will take place on 25 August from 2 pm-12pm and the organisers are aiming to sell 1000 tickets for this year’s event.  The build for the event (marquees) would need to start from Tuesday 21 August and the deconstruct would take place on Sunday 26 August.  The exact finishing time of the event will be determined by the requirements to the entertainments licence.

      There will be approximately 20 horses at the event, accompanied by the teams (this will require a small holding area).

      Sponsorship has already been secured from a range of interested businesses.

      Mencap have confirmed that they will undertake to do the following in order to make the event as safe and successful as possible;-

·         employ a security firm (EventSec) to provide security cover during the build stage and during the event

·        employ a waste management company to ensure the grounds are kept clean throughout the event and that clear up is complete by 12 noon on Sunday 26 August

·        ensure that the local residents are informed about the event one month prior to the event and that on the day the event will not cause a nuisance or be inconvenient to those residents

      Entry for the event is proposed to be set at £65.00 and tickets will be on sale from 1st March 2012 (subject to Council approval) and they hope to attract a bigger audience this year (1000 people).

      In addition Mencap NI wish to sell alcohol from the start of the event at 2pmand have committed that the bar supplier (Drinksology) would ensure the enforcement of a strict bar policy ensuring that the amount of alcohol to patrons is limited and served in plastic bottles/glasses.

      Mencap NI propose that the event will run from 2pm-12.00 midnight, subject to the requisite approval  ...  view the full minutes text for item 15.

            The Committee was informed that a request had been received from Gort Na Mona Historical and Cultural Society seeking permission to hold an event on Sunday, 8th April, 2012 at the Andersonstown Leisure Centre.  The Society was a group based in the Upper Springfield area of the City which carried out research and sought to tell the history of the area and the people who resided there.  The Society had held similar successful events at the Andersonstown Leisure Centre in 2010 and 2011.

            The application had indicated that the event would be for an Irish folk music evening including bar facilities.  The Society had undertaken to provide the following information in support of its application:

·      a formal letter of application;

·      safety statement;

·      risk assessments;

·      public liability insurance;

·      an occasional licence; and

·      a list of security staff and registration numbers.

            The fee charged to Gort Na Mona Historical and Cultural Society would be in line with the Council’s charging policy and would include staff costs for out of normal opening hours use.

            The Committee approved the application by the Society to hire the facilities at the Andersonstown Leisure Centre on Sunday, 8th April, 2012 and agreed that bar facilities be provided at the event, subject to the Society providing an occasional licence and complying with all Council policies and statutory requirements.

            The Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1.Relevant Background Information

      In 1964 Sir Thomas and Lady Dixon Park was chosen as the venue for the City Of Belfast International Rose Garden.  The first roses were planted and the Rose Society of Northern Ireland (RSNI) was formed.

      2014 will be the 50th anniversary of the inauguration of the City of Belfast Rose Trials and the formation of the RSNI.  Since its formation back in 1964 the RSNI has worked in close partnership with Belfast City Council to create one of the outstanding rose gardens in the world.  This was recognised by the World Federation of Rose Societies in 2000 when Sir Thomas and Lady Dixon Park was awarded the Plaque of Merit.

2.   Key Issues

      The RSNI is planning a number of events in 2014 to celebrate its 50th anniversary and is asking for support from Belfast City Council.  A letter from the RSNI listing their proposals for functions and events is attached.

      The key issue for the Committee is whether it wishes to provide support for the RSNI in 2014. To commemorate the 50th anniversary of the formation of the RSNI and the inauguration of the City of Belfast Rose Trials the Society is asking for support from Belfast City Council with the following:

·        A luncheon in the City Hall for approximately 120 people on Tuesday 4 March 2014

·        Accommodation in the City Hall for 120 delegates to attend a proposed seminar being organised by the RSNI on Wednesday 23 July 2014. To assist with the cost of providing the seminar it is intended to charge delegates a fee of approximately £25 and to seek assistance from the Royal Horticultural Society.

·         A finger buffet for 120 people at the seminar on Wednesday 23 July 2014, plus tea, coffee and biscuits for same at the end of the seminar.

·         A plaque to be laid in the Dickson Patio in Sir Thomas and Lady Dixon Park, engraved with information on the founding of the rose garden, to commemorate the 50th anniversary.

·        Production of a 20 page brochure on the rose garden, past and present. 

3.   Resource Implications

      Financial

      The estimated costs for providing support for the RSNI are as follows:

·        a luncheon on Tuesday 4 March 2014 would be in the order of £3,800

·        a finger buffet and tea, coffee and biscuits on Wednesday 23 July 2014 would be in the order of £2,060. 

·        an engraved plaque would be in the order of £250

·         a colour brochure, 2,000 copies, would be in the order of £700

      Total cost:  £6,810

      Human Resources

      There are no additional human resource implications

      Asset and other implications

      Providing support to the RSNI will help to continue the long standing partnership between Belfast City Council and the Rose Society of Northern Ireland.

4.   Equality and good relations implications

      None.

5.   Recommendations

      The Committee is asked to agree to the provision of support to the RSNI as outlined in the report.”  ...  view the full minutes text for item 17.

The Committee considered the undernoted report

“Relevant Background Information

            In recognition of the significance of 2012 as the centenary of the Titanic, Parks and Leisure Department Landscape architects have designed a permanent Titanic Garden in the grounds of City Hall.

            As part of the centenary celebrations it is proposed to provide a second ‘show garden’ of a temporary nature that can be transported and set up throughout the City where required, for example, Spring Flower show, Rose Week, Autumn Flower show, Titanic building, etc.

            The proposed floral display will contribute to a City wide programme of events commemorating this famous ‘Belfast built’ ship and will showcase the work of the Parks and Leisure department.

Key Issues

            Parks and Leisure Landscape Planning and Development Unit have designed a Titanic floral display. The theme of the design is ‘And the music played on’ and will include a display of flowers and plants designed to commemorate the lives of those who died on the Titanic 100 years ago.

            It is proposed that a quartet of musicians dressed in appropriate evening wear will play a variety of songs originally played by the quartet of musicians on board the titanic on that fateful night.

            A seating area will be provided within the marquee at each event allowing people to relax and enjoy the garden. Information boards will be located within the marquee providing facts and relevant information about the Titanic, the design of the garden and the use of plants.

            The Council’s Property Maintenance section have agreed to build the structure and Parks and Leisure gardening staff will provide the horticultural expertise required to design and install the plants and flowers and maintain the display. The garden is designed so that it can be erected and dismantled quickly and stored ready for the next event.

            Over 65% of the plants will be ‘recycled’ and used repeatedly over different display dates.

Resource Implications

Financial

            Initial costs are estimated at £8,100 which includes

·        construction of structure,

·        Initial purchase of plants.

            The refresh of plants for 3 additional displays would cost in the region of £1,200. The costs have been provided for in revenue budgets.

Human Resources

      It is not anticipated at this time that there will be additional Human Resource implications for the Council other than officer time and some staff costs relating to building and maintaining the display garden.

Recommendations

Committee is asked to support this initiative to provide up to 4 displays of the commemorative garden throughout the City.”

            The Committee adopted the recommendation.

            The Director of Parks and Leisure informed the Committee that a request had been received from the Lower Oldpark Community Association seeking permission to re-name the Lower Oldpark Community Park at Alloa Street.  He reported that the Association wished to re-name the park in honour of John Hewitt, a renowned poet and local art historian who had been born in a house which had been located on the current site of the park.  The Association had obtained 207 signatures of support for the proposed name change.  He further reported that the request met the criteria in the re?naming policy which had been agreed by Committee at its meeting in August, 2008, and that the Association had undertaken an exercise to determine the level of support in the local community.

            The Committee agreed to approve the request from the Lower Oldpark Community Association to re-name the Lower Oldpark Community Park as the John Hewitt Park and noted that, in this instance, further community consultation was not required.

The Director of Parks and Leisure informed the Committee that a request had been received from the Suffolk Football Club to re-name the Suffolk Playing Fields and for a specific unique postal address to be provided which would enable the Club to receive correspondence to carry out its business and to connect services to the temporary changing rooms which it was to provide at the site.  He reminded the Committee that, at its meeting in April, 2011, it had agreed to a seven year management agreement with the Club in relation to one of the pitches and that in October, 2011 it had granted approval to the Club for the erection of temporary changing facilities on the site.  He informed the Committee that, as owners of the site, the Council would apply to Building Control for a postal address.  He further reported that the request from the Suffolk Football Club to re-name the playing fields to Suffolk Park met the criteria in the re-naming policy which had been agreed by Committee at its meeting in August, 2008. 

            The Committee agreed that the request from the Suffolk Football Club to re-name the Suffolk Playing Fields to Suffolk Park met the criteria of the Council’s policy and that the Club could now carry out the necessary consultation on the proposed name change. 

            The Committee considered the undernoted report:

“1        Relevant Background Information

            At its meeting on 13th October, 2011 Committee approved the installation of modular changing facilities and a separate meeting room by Suffolk Football Club on the Council’s site at Suffolk Playing Fields.  The land on which the facilities are to be installed, and the buildings themselves, will be incorporated within a proposed 7 year Facilities Management Agreement with Suffolk Football Club, previously approved by Committee on 14 April 2011.

            At the October 2011 Committee a number of related issues were considered, with the Departmental Portfolio Manager to bring a further report to Committee in due course.  In accordance with this, the following information and further authorities are presented for consideration.

(i)          Suffolk Football Club have now obtained Planning Permission for the proposed changing accommodation and meeting rooms. There is no condition in the Planning Approval which time-limits the duration of the Permission except that it must be commenced with 5 years.

(ii)        NIE Ltd have two separate Easements across the Council’s land at Suffolk Playing fields.  One of these is for a Right of Way across the land upon which the modular buildings are to be installed.  The other is for an underground cable which runs under the playing surface of the refurbished pitch.  Agreement has been obtained from NIE Ltd to vary the arrangements in relation to both Easements and in particular to re-direct the Right of Way along an alternative route within the Suffolk Playing Fields. The proposed revised arrangements with NIE are to be given legal effect through an appropriate form of legal agreement to be approved by the Town Solicitor

(iii)      Subject to Suffolk Football Club reaching agreement with NIE, NIE may also seek a further Wayleave Agreement with the Council to allow the installation of a mains electricity supply to the Club’s proposed modular buildings.  If such a separate reply can be provided by NIE the associated NIE will seek a Wayleave Agreement with the Council. 

(iv)      Proposals have been made by Suffolk Football Club for the installation of mains water and sewerage pipes across the car parking area (outside the proposed Facilities Management area) and then through the Facilities Management area to the proposed modular buildings. 

2          Key Issues

            An appropriate legal arrangement, to be approved by the Town Solicitor, is required to facilitate changes to the existing Grant of Easement as required to facilitate the proposed new Right of Way.

            An appropriate legal arrangement, to be approved by the Town Solicitor, will be drawn up to facilitate changes to the existing Grant of Easement as required to facilitate the proposed revised underground cable route.  It should be noted this does not involve any physical alteration of the position of the cables but simply rectifies the map previously submitted by NIE Ltd.

            It is understood the approximate location of a proposed new Wayleave Agreement with NIE Ltd, to serve the modular buildings, will be run from Carnanmore Park across the car park area to  ...  view the full minutes text for item 21.

            The Director of Parks and Leisure submitted, for the Committee’s consideration, the undernoted report:

“1.       Relevant Background Information

            The purpose of this report is to:

·        Inform Members of the recent consultation exercise for the draft ten year outdoor recreation action plan which forms part of the implementation of ‘Sport Matter’; and

·        Seek retrospective approval for the draft officer response which was submitted on 24th February, 2012 subject to committee amendment and approval.

            A steering group led by Sport Northern Ireland has been drafting a new 10 year Outdoor Recreation Action Plan. The draft action plan will supersede Northern Ireland's first Countryside Recreation Strategy which was launched in 1998.

            The steering group is seeking opinion on the draft vision, aims, themes and actions within the action plan and intend that it will also ‘fit into a range of other government strategies and corporate plans, as the issue of outdoor recreation is both broad and cross cutting.’

             “Outdoor Recreation” is defined as non motorized sporting and recreational activities that take place in the natural environment and that generally do not require a dedicated pitch or building. In Belfast this would be the urban countryside of the Belfast hills etc along with the sea way around the Titanic quarter and along the North and eastern shores.

            The draft vision in the action plan is ‘to continue to develop, manage and promote a dynamic culture of sustainable outdoor recreation in NI’.

            Appendix 3 is the draft written response which has been submitted in order to make a return within the timeframe allocated.  The Department is aware that this may be amended by the Committee.

2.         Key Issues

            Officers felt it was important to provide a comprehensive response to the consultation as outdoor recreation provides an opportunity to be active mainly through free activities in public spaces. In the current economic climate it could be considered to be a primary affordable pathway to promote an Active Belfast and provide opportunities to address health and wellbeing for citizens.

            In general officers felt that the document contained the necessary requirements to support existing outdoor recreation however also thought that it could go further in its ambition, reflecting the tone and commitment of the Council’s Investment Programme and emerging partnerships developed to help get people more active in the city, notably outdoors.

            In summary the action plan needs to be more benefits-driven e.g. it should outline how people can be well, more active and how employment  and revenue opportunities could be developed within the current economic climate whilst improving environmental sustainability;

            The officer response also outlines that Council involvement in the steering group or wider engagement could be strengthened or formalised to ensure connectivity with emerging partnership approaches such as the Active Belfast Partnership etc.

            The draft response also highlights that there is a need for issues specific to Belfast to be achieved in a revision of the ‘Access to the Countryside’ (NI) Order 1983 in terms of taking into account the ‘urban countryside’ and issues around the  ...  view the full minutes text for item 22.

            The Committee noted the contents of a report on the current progress with the refurbishment of the Mary Peters Track. 

The Committee considered the undernoted report

“1        Relevant Background Information

            The Department of Environment Northern Ireland (DoENI) has circulated its draft Biodiversity Duty Guidelines and has invited comments from the Council.  A copy of the draft guidelines is attached as Appendix 1.

            The comments received from this initial consultation phase will be used in the development of guidance for all public bodies to enable them to fulfil their Biodiversity Duty under the Wildlife and Natural Environment Act (Northern Ireland) 2011.  This duty requires every public body in exercising any of its functions, to further the conservation of biodiversity.

2          Key Issues

            Following consideration by relevant officers across the Council, a response has been completed in draft form for approval by Members.   This is provided at Appendix 2.

            In summary the draft response welcomes the introduction of these draft guidelines and believes it is a useful starting point in the development of clear and concise guidance for public bodies. The draft response provides the Council’s overarching comments and officers have requested a meeting with DoENI to discuss the issues in more detail.

            The draft response also highlights that the guidance is considered to be central government focused and it was felt should include a chapter that is specific to Local Government and that the case studies used should also include some that are more relevant to local authorities. It is also suggested that Local Biodiversity Action Plans should be given more prominence in the guidance.

            Subject to approval by Council, it is proposed that the final response is submitted to DoENI.

3          Resource Implications

            Financial

            None required at present

            Human Resources

            None required at present

            Asset and Other Implications

            None at this stage.

4          Equality and Good Relations Implications

            It is anticipated that DoENI will undertake an equality impact screening of the guidelines before they are finalised. 

5          Recommendations

            Members are asked to –

(i)               Note the contents of this report;and

(ii)             Approve submission of a final response to DoENI, subject to any comments or amendment provided.

                                                                                                     Appendix 1

Duty to conserve biodiversity

1 -       

(1)   It is the duty of every public body, in exercising any functions, to further the conservation of biodiversity so far as is consistent with the proper exercise of those functions.

(2)        In complying with subsection (1), a public body must in particular have regard to any strategy designated under section 2(1).

(3)        Conserving biodiversity includes—

(a)     in relation to any species of flora or fauna, restoring or enhancing a population of that species;

(b)    in relation to any type of habitat, restoring or enhancing the habitat.

(4)        The Department must issue guidance containing recommendations, advice and information for the assistance of public bodies in complying with the duty under subsection (1).

(5)        In this section “public body” means –

(a)        a Northern Ireland department;

(b)        a district council;

(c)        a statutory undertaker within the meaning of the Planning (Northern Ireland) Order 1991 (NI 11);

(d)    any other body established or  ...  view the full minutes text for item 24.