Agenda and minutes

            Apologies for inability to attend were reported from Councillors Mac Giolla Mhín, A. Newton and Ó Donnghaile. 

            The minutes of the meeting of 10th May 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 June.

            In respect of item 8, viz., Stadia Report - Upgrades of Windsor and Casement Parks, Councillor Mullan indicated that her husband was an employee of Edmond Shipway Construction, consultants to the project.

            The Chairman, Councillor McCabe, thanked Councillor Corr for the work he had undertaken during his time as Chairman and welcomed all new Members to the meeting.

            The Committee was advised that a request had been received from the above-mentioned residents seeking permission to address the Members in relation to the increase in antisocial behaviour and sectarian related incidents at the Ballysillan Playing Fields.

            After discussion, during which the Members requested, in order to help prevent such incidents occurring over the Summer period, that meetings be held between the relevant Council officers and the Police Service of Northern Ireland, the Committee agreed to receive a deputation from the residents at its meeting scheduled to be held on 9th August.

The Committee was reminded that the Council, at its meeting on 1st May, in accordance with Standing Order 11(e), had referred to the Committee the undernoted Notice of Motion which had been proposed by Alderman Rodgers and seconded by Councillor Spence;

      “This Council acknowledges that Association Football is one of the most popular sports for both participants and spectators in the City of Belfast and throughout Northern Ireland.  Therefore, the Council expresses its concern at the decision of Ulster Television (UTV) to stop showing highlights of Irish Premier Division football games as part of its news coverage from the beginning of the next soccer season.

      The Council calls upon UTV to reverse this decision in the interest of sport in Northern Ireland.”

            At its meeting on 10th May, the Committee had agreed that the Director of Parks and Leisure write to Ulster Television seeking clarification on its position.  In this regard, the Director reported that correspondence had been received from Mr. M. Wilson, Managing Director, Ulster Television which clarified that Company’s position as follows:

·        UTV had written to the Chief Executives of Football, Rugby and the Gaelic Athletic Association stating that the company was no longer willing to pay for news access to sporting events due to the fact that no other broadcaster, newspaper or photo agency in the United Kingdom or Ireland had to pay for this type of access;

·        UTV’s contract for rugby and Gaelic Athletics had ended over the previous two years.  However, it had been agreed that coverage would continue for both sports;

·        UTV’s contract with the Irish Football Association would run until the end of the current season.  The company had had a number of meetings with representatives of the Irish Football Association to ascertain whether a sponsorship partnership, or arrangements similar to those which had been agreed with rugby and the Gaelic Athletic Association could be put in place.  To date, those discussions had been unsuccessful; and

·        Ulster Television had indicated that it wished to continue to cover football on the same terms as it covers all sports in Northern Ireland.

Noted.

The Committee considered the undernoted report:

“1    Relevant Background Information

      Members will be aware that departmental estimates were considered on 6th January of this year by Strategic Policy and Resources Committee alongside key actions for 2012/13 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 and this report presents, the final draft of the departmental plan for the Parks and Leisure Department for 2012-13.

      The plan, once approved by Committee, will also provide Chief Officers with the delegated authority to deliver the key actions contained in the plan subject to regular monitoring and reporting to both CMT and Committee.

2    Key Issues

      The content of the plan reflects the key supporting actions identified through the Corporate Plan and the Investment Programme.

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

·        the key actions within the corporate plan and investment programme that the department has responsibility for delivering in 2012/13

·        key departmental actions in 2012/13

·        the departments key performance indicators for 2012/13

·        financial information relating to the estimates for 2012/13.

      The plan provides a mechanism to enable committee and senior managers to performance manage the key work of the department in line with the Corporate Plan and Investment Programme. 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 Parks and Leisure Department will provide regular updates to Committee on the progress of their plans and key work as part of the performance management framework previously agreed by Members.

      Members should be aware that we have made some minor changes to the existing performance indicators and we are holding a workshop over the summer months to define new and more relevant indicators.  An update report on progress in doing this will be brought to the Committee in August or September. 

3    Resource Implications

      Financial

      Section 7 (page 23) outlines the Department’s budgeted net expenditure for 2012/13. 

      Human Resources

      Delivery of most of the programmes and projects planned for the year ahead will require dedicated officer time which will be recorded and reflected withinannual service plans, area plans and separate unit/centre level plans.

      Asset and Other Implications

      Many of the projects and activities listed in the draft plan refer to the physical regeneration of the department’s assets and physical improvements to our facilities.

4    Equality and Good Relations Considerations

      There are no equality or good relations implications at this stage.  However all activities and programmes contained within the plan will be subject to equality screening in line with the Council’s process.

5    Recommendations

      Members are asked to note and agree the draft departmental plan attached at appendix 1.”

            Following discussion, the Committee approved the Parks and Departmental Plan 2012/2013.  A copy of the key actions and performance indicators is set out hereunder:

“1.0     Background

 1.1      The Corporate Plan embodies what the  ...  view the full minutes text for item 5.

(Mr. M. Challis, Zoo Manager, attended in connection with these items.)

The Committee considered a report in connection with a break-in at the Belfast Zoo on the evening of 7th May.  It was reported that the incident had received significant media interest and, subsequently, a review of security measures at the site had taken place.  The Zoo Manager pointed out that the occurrence of such incidents was extremely rare.  The youths in question appeared to have been on site for only a short period and apart from the release of the three Shetland ponies, vandalism had been relatively minor.  The extent of this had been damage to a door located at the room utilised by the Friends of the Zoo, the forcing of doors to a ‘porta-cabin’ and a boiler room and a fire extinguisher had been set off.  He proceeded to outline the additional security measures which were being implemented at the site, including the increase in security guards, mobiles vehicles and patrols using dogs.  In addition, a significant portion of the zoo’s boundary fence, where it bordered the Cave Hill Country Park, had been renewed two years previously and staff were currently considering, in conjunction with the Council’s Property and Maintenance Unit, the potential to renew further sections of the boundary fence and were reviewing the closed circuit television at the site.

            The Committee was advised that zoo and corporate communications staff had worked together to manage a significant number of media requests in the period immediately following the break-in.  The security situation at the zoo would be kept under close review and the increase in security provision would extend to at least the end of the summer period.  The total cost of this to the Council would be approximately £19,000. 

            After discussion, during which the Committee congratulated the staff at the Belfast Zoo for the manner in which the trespass had been handled, the Committee noted the contents of the report, the costs associated with the increase in security measures at the site and that the Police Service of Northern Ireland were maintaining a close vigilance in and around the site. 

The Committee considered the undernoted report:

“1    Relevant Background Information

      In February Committee adopted the scale of charges in relation to the zoo and agreed the concessionary rate to be set at 50% of the full rate. It was agreed that the concessionary rate will be applied across all activities in relation to over 60s, those on means tested benefits, students and children. 

2    Key Issues

      The review of fees and charges ensured that there was a simpler more consistent approach across the department and that there was agreement on the groups receiving a concession.  Detailed benchmarking was undertaken regarding the charges and advice sought regarding the approach in relation to disabled people and other groups. This information was reflected in the charges put forward for Committee’s approval with concession charges for disabled children and special needs groups and free admission for carers.

      The above approach is being monitored and reviewed and will link to the wider issues in the Zoo regarding income generation and operational efficiency.  To date a number of issues have been raised in relation to charging disabled groups of children or children with special needs as previously no charge would have been applied in these circumstances.

      To address these issues it is proposed that the Director can use his delegated authority to review on a case by case basis whether a charge to certain groups should be waived.  The department will also continue to monitor this position and review it in line with the upcoming estimates process.

3    Resource Implications

3.1Financial

      In the last financial year the Zoo experienced a deficit in its income target of approximately £150k. Currently the impact of the economic downturn is affecting the service and it is hoped that reviewing how we charge our customers will generate additional income either through increased visits, new services or the retention of existing users.

      Human Resources

      There are no HR implications.

      Asset and Other Implications

      None.

4    Equality and Good Relations Considerations

      The scale of charges is subject to Equality screening.

5    Recommendations

      Members are asked to agree to the Director of Parks and Leisure being granted delegated authority to assess the level of charge to be applied to disabled or special needs children’s groups on a case by case basis.”

            After discussion, the Committee adopted the recommendation and agreed that a policy in this regard be developed at the earliest opportunity.

            The Assistant Director reported that a request had been received from a Company involved in the production of Sky Atlantic’s ‘Twin Towns’ to film at the Belfast Zoo.  She explained that the programme would involve a family spending a week in Nashville and vice versa.  Both parents of the Belfast family which had been selected worked at the Belfast Zoo and it was proposed that they would spend a week living with a Nashville family and experience that family’s way of life.  The Company planned to film at the zoo and a number of other sites, including the City Hall during the American family’s visit.  She pointed out that Council officers had been assured that the programme was a celebration of City twinning and it would be shown on the Sky Atlantic channel in both the United Kingdom and the United States.  The series currently received significant viewing figures of up to six million and the Council’s Corporate Communications Section had no issues with the request. 

            The Committee granted authority for the filming at the Belfast Zoo, subject to the completion of an appropriate legal agreement.

(Ms. C. Moraghan, Sports Development Officer, attended in connection with this item.)

            The Committee noted a schedule of support for sport applications in relation to development grants which had been approved by the Director of Parks and Leisure in accordance with the authority delegated to him.

(Mr. G. Millar, Director of Property and Projects, attended in connection with this item.)

            (Councillor Mullan left the meeting while this matter was under discussion.)

            The Committee considered the undernoted report:

“1    Relevant Background Information

      Members will be aware that last year the NI Executive committed significant investment towards local sports facilities including - £61.4m to the IFA (of which £25.2m will go towards the redevelopment of Windsor Park), £61.4m to the GAA for the redevelopment of Casement Park and £15million to the  IRFU towards the upgrade of Ravenhill.  The respective sporting governing bodies are also expected to provide additional substantial funding of their own towards facilities upgrades.  The governing bodies are now in the process of developing full business cases for their respective projects.

      Council related projects aligned to the stadia upgrades are highlighted as emerging projects in the Council’s Investment Programme 2012-2015.  In addition, a comprehensive review of the Council’s leisure estate is also a key project under the Investment Programme.

      The Council owns a number of leisure assets in the immediate vicinity and surrounding areas of both Windsor Park and Casement Park.  These include -

-  Windsor Park – Olympia Leisure Centre/Community Centre, Boucher Road Playing Fields, head landlord for majority of Boucher Road Estate

-  Casement Park – Andersonstown Leisure Centre, North Link Playing Fields

      The Council therefore regarded it as important that these stadia developments and investments were not viewed in isolation but rather that the full regeneration impacts, added value of and synergies between the developments was examined. This would have the potential to help build critical mass, have the potential to lever further infrastructure investment, engender greater public interest and potentially generate greater economic, social and physical regeneration outcomes for the city.

      It was therefore agreed last year that the Council would commission consultants to

-  examine the potential added value and regeneration impact of the proposed stadia upgrades  and

-  identify practical opportunities where it might add value to the developments, and to explore how its future investments, resources and assets might be configured to align with the construction of the new stadia and secure optimum social outcomes and community benefits.

      The scope of this work was limited to the investment in Casement Park and Windsor Park given the proximity of the Council’s leisure assets to these stadia. Following a competitive tendering process Deloitte were appointed to progress this work. 

      The report by Deloitte considered the strategic context of the stadia developments; future potential in terms of the surrounding areas; an economic assessment of the recommended way forward for each stadium site in conjunction with Council assets; the potential social impact and benefits which the redevelopment of the stadia could have on the local areas and the potential for partnership working. 

      It should be noted that this work is being undertaken in parallel to the work which is being progressed by the sport’s governing bodies (IFA and GAA) on the development of their business case proposals and the work on the  ...  view the full minutes text for item 11.

(Mr. G. Millar, Director of Property and Projects, attended in connection with this item.)

            The Committee considered the undernoted report:

“1  Relevant Background Information

      At its meeting on 14 May 2009 the Parks and Leisure Committee authorised that expressions of interest be sought for the development of Wilmont House and that a process be undertaken to enter discussions with the Dixon family to explore the relaxation of restrictions associated with use of the property. 

      Wilmont House and some 134 acres of surrounding land was gifted (subject to the payment of death duties on the property) to the Council via the Will of the late Lady Edith Stewart Dixon with the property eventually being transferred to the Council under a Conveyance dated 5 December 1959.  The Conveyance  included a covenant which banned the sale of intoxicating liquor on the land and premises.  However one of the main elements of the Conveyance was that the Council (then the Corporation) was to hold the land ‘in trust’ “To use the said house (Wilmont House) and lands for the greatest good of the Citizens of the City of Belfast”.

      Since the 2009 Committee decision the Council has sought Counsel’s Opinion on the key elements of the 1959 Conveyance and the current position may be stated as:

i)                 In relation to the restriction on the sale of alcohol it is not clear which individual or individuals may be able to provide a release from this restriction and if relaxation of this covenant is required the best option may be to seek a preliminary authority from the Lands Tribunal to advertise the Council’s desire to seek relaxation and thereafter to make a full application for relaxation of the covenant to the Lands Tribunal.

ii)               In view of the relative importance of the 134 acres of grounds at Sir Thomas and Lady Dixon Park, Wilmont House itself should not be regarded as essential to purposes of the Trust and that a disposal of Wilmont House itself, by way of medium term lease, or sale, should not take the Council outside of the terms of the Trust and that High Court approval is thus not required prior to such a disposal.

iii)             In view of the Trust status of the property it will be necessary to have the approval of the relevant Charities body before the Council could proceed with any disposal.  With the establishment of the Charities Commission in Northern Ireland the regulatory functions presently carried out by DSD Charities Branch are soon to be transferred to the Charities Commission.

iv)             In view of the current condition of Wilmont House it could be argued that any scheme aimed at the refurbishment and regeneration of the house is a purpose which is for the greatest good of the Citizens of Belfast, or is certainly ‘as near as possible’ to the purposes contained in the Trust.  This latter point has yet to be fully agreed by DSD Charities Branch/the Charities Commission.

      In order to gauge the level of  ...  view the full minutes text for item 12.

The Committee considered the undernoted report:

“1    Relevant Background Information

      The Committee is reminded that at its meeting on 10 June 2010 it received a report in respect of a request from the Cairn Lodge Boxing Club.  A copy of the report is attached as Appendix A.  The report set out that the Club wished to construct its own facility on land within the Hammer Open Space and sought from the Council a lease on an area of land adjacent to St Michael’s Church, a copy of the site map is attached as Appendix B.  As can be seen from the attached report, the Committee agreed, in principle, subject to certain conditions, to enter into a 25 year lease. 

      In the intervening period, the Boxing Club has secured a design team and prepared drawings for a new building.  Planning permission has been secured. 

      In addition, the Boxing club has sought funding from Sport NI under its Community Capital Programme.  If successful, the club will have secured a maximum of £245,000, the total cost of the scheme is estimated to be £443,278.80, as at November 2010.  This leaves a short fall of approximately £200,000.  To meet the short fall, the Boxing Club been in discussion with the Department for Social Development (Belfast Regeneration Office) and has been advised that there is potential funding of £95,000.  The Club has also made application to the Council for financial support under the Local Investment Fund and the availability of funding from this source will have to be considered in the context of the relevant criteria as outlined by members. 

2    Key Issues

      The Committee is asked to note the following issues:

1.   The Committee has previously agreed, in principle, to enter into a 25 year lease;

2.   The Club has progressed the project to a point where greater certainty is required around security of tenure;

3.   However, while the project has been progressed there remain areas of uncertainty.  While the indications around funding have been positive, there are as yet no letters of offer;

4.   Further design work will be required to prepare tender documentation;

5.   Copies of the sports development plan and business plans have not been received, however this will be a requirement by the funding bodies;

6.   The initial estimate was prepared in November 2010 and is likely to need revised;

      Sport NI has asked that Council provide security of tenure in respect of the land, this is a requirement of the grant process. 

      Members will note from the issues above that the project remains work in progress.  Within this context it would not be appropriate for the Council to provide a lease on the land.  However, as indicated in the previous report of June 2010 and to meet the requirements of SNI it is proposed that at an appropriate point in the process the Council enter into development agreement.  The development agreement would require certain conditions (including agreement on building specification and confirmation of funding) to be fulfilled before commencement  ...  view the full minutes text for item 13.

The Committee considered the undernoted report:

“1    Relevant Background Information

      At its meeting on 7 November 2006 the former Parks and Cemeteries Services Committee approved a number of arrangements with Cliftonville Football Club (the Club) regarding access arrangements along the Council’s laneway.  The laneway forms the only access route directly off the Cliftonville Road to the Waterworks.  The various arrangements were associated with access to the Club’s ground (Solitude) following construction of a new spectator stand at the ground.  In 2009 the (new) Club management sought to vary the terms of the previous Committee approval and draft legal arrangement which dealt with pedestrian and vehicle access along the laneway.  Discussions with the Club have been on-going since 2009 and a number of reports have been presented to the Parks and Leisure Committee in the interim.

      At its meeting on 12 January 2012 Committee received a report on progress which had been made in discussions.  Committee agreed to limit further access by Cliftonville Football Club along the laneway in the event of final agreement not being reached with the Club within six months.  Committee also agreed to make a contribution to the cost of installing security gates and lighting along the laneway.  These installations were required to facilitate the Club’s use of the laneway and, in the absence of the Club’s use, would not be a Council requirement.  Committee agreed the Council contribution to these installations was not to exceed 50% of the cost of the works.

      Following the January 2012 Committee decision further discussions were held with the Club Chairman and officials in an effort to agree the outstanding matters.  These discussions have resulted in provisional agreement with the Club (subject to respective Committee and Club Board approvals) on the terms which would be incorporated in a revised draft Grant of Easement. 

2    Key Issues

      The agreed terms provide the Club with a range of uses of the Council’s laneway.  The terms endeavour to regulate the uses and provide clarity regarding the respective responsibilities of the parties.  They also reflect input from the PSNI.  To preserve public safety the proposed arrangements mean that new fencing and gates will be installed at the Waterworks end of the laneway and that public access along the laneway will not be available for a period before, during, and after, matches at Solitude.

      Club officials have undertaken to further engage with residents of Linden Gardens, which backs on to the laneway, regarding the proposed arrangements including the proposed lighting installations.

3    Resource Implications

      Financial

      The Council has agreed a rent with the Club in respect of use of the laneway which brings ‘third party’ income to the Club in the form of franchise fees.  However because the various rights being granted to the Club may be terminated at relatively short notice, it is considered inappropriate to seek rent from the Club for the grant of the various rights associated with use of the lane by spectators and players/officials.  The Club will however reimburse the Council  ...  view the full minutes text for item 14.

The Committee considered the undernoted report:

“1    Relevant Background Information

      The Committee is reminded that it has received a series of reports regarding applications relating the Sport NI Community Capital Programme from external groups.  The first report dates back to December 2010 and there have been further reports in January 2011, August 2011, and November 2011. 

      At its meeting on 11 August 2011 the Committee was provided with information on three schemes which were progressing under the Programme.  The three schemes were:

1.     The provision of a mountain bike trail at Barnett Demesne / Mary Peters Track.

2.     The provision of a 3G soccer pitch at Marrowbone Millennium Park.

3.   Provision of a 3G soccer pitch at Hammer Open Space.

      The Committee is reminded that there were three critical strands to the application process;

·        Planning and other statutory approvals as necessary;

·        Matched funding; and

·        Security of tenure

      This report is primarily concerned with the security of tenure issue.

      Committee had authorised officers to enter into further discussions with the various groups to agree the nature of any legal arrangements and agree terms prior to referring the matter back to the Parks and Leisure Committee and ultimately the Strategic Policy and Resources Committee in accordance with Standing Orders 46 and 60. 

      The report in November 2011 had sought and received specific authority in relation to each of the projects in terms of the appropriate legal agreements. Discussions have continued with Sport NI and it’s solicitors as well as the individual applicants as a result of which further elaboration is required. 

      For the information of members under the Management Agreement route the Council will carry out the maintenance and other normal obligations in respect of Council land and would retain any income generated from use of the facilities.  If the site is leased out then the Club/tenant would be responsible for management and all normal running costs but would be permitted to keep any income generated.  A lease would also contain provisions for the payment of rent which will be assessed and agreed with the tenant on the same basis as for other sites leased by the Council for playing field purposes. 

(i)      In the case of the Marrowbone and Hammer 3G pitch developments, SNI has stated that whilst it’s preference would be for the grant applicant to hold a lease for ten years from the date of the grant award, it would be satisfied with an appropriate management agreement between the Council and the Applicant setting out the respective roles and responsibilities of each; this agreement would be underpinned by a deed of Dedication which would represent a tie to the land and would require the Council to continue to use the land for the agreed purpose for a period of 10 years from completion of the works. Discussions with Shankill FC has concluded that the Club wish to obtain a Lease  rather than a Management Agreement, the lease  will transfer responsibly for management and maintenance to the Club  ...  view the full minutes text for item 15.

The Committee was reminded that, at its meeting on 15th March, it had agreed an approach in relation to the development of a Boxing Strategy for the City.  The Assistant Director pointed out that the first stage of the process was to undertake a baseline assessment to ascertain what boxing clubs were currently doing and how boxing, as a sport, was provided throughout the City.  To inform the baseline assessment, it was agreed that a questionnaire be forwarded to all boxing clubs in Belfast and those on the periphery.  The questionnaire had been designed by Council officers, with input from members of the Steering Group, and advice had been sought from the Council’s Equality Officer to ensure that the correct questions were asked to assist in the equality screening of the draft strategy. 

            The Assistant Director stated that a list of twenty-seven clubs in Belfast and four on the periphery had been drawn up by the County Antrim Boxing Board and that the questionnaire had been forwarded on 12th March with the closing date for return no later than 6th April.  In addition, Council officers had offered assistance in relation to the completion of the questionnaire and the offer had been taken up by several clubs.  However, not all clubs had responded by the closing date and further contact had been made with those clubs to encourage a response.  She explained that the next stage of the process would be the drafting of the Strategy which would be undertaken over the Summer and that the Steering Group would meet over this period to share information and provide comment on the initial drafts.  Thereafter, action plans would be developed under three themes, viz., management/governance, sports development and capital investment.  A draft strategy would be submitted for the Committee’s approval at its meeting on 13th September.  Following Council approval, a twelve week period of public consultation would take place.

            After discussion, during which the Director undertook to provide details in relation to the Access NI vetting of volunteers and coaches, the Committee noted the information which had been provided.

The Committee considered the undernoted report:

“1    Relevant Background Information

      The purpose of this report is to inform Members regarding the PlaygroundImprovement Programme for 2012 - 2013 and to seek approval to carry out a number of new playground refurbishments based on the latest cycle of independent inspection reports.

      Members will be aware that the refurbishment and improvement of playgrounds is a key commitment in the people, communities and neighbourhood section of the Council’s Investment Programme.  In August 2011 the Committee agreed to an improved independent playground inspection process. This approach proved effective in prioritising the sites that were refurbished under the 2011– 2012 programme.

      Last year’s refurbishment programme proved hugely successful with the following 10 playgrounds across the city being enhanced and re-opened by the end of the 2012 financial year.

·        Finlay Park

·        Tir Na Nog

·        Marrowbone

·        Alexandra Upper

·        Highfield

·        Glassmullin

·        Lenadoon

·        Knocknagoney

·        Tommy Patton

·        Grampian Avenue

      The average quality score for the sites selected at the outset of last year’s improvement programme was recorded as 3.0 (classified as poor), as a result of refurbishment the average quality score for all ten sites has been recorded this year as 9.3 (classified as good). This clearly demonstrates the desired improvement in overall safety, quality and play value at each of the sites.

      As a result of the independent inspection process and refurbishment programme the percentage of ‘poor’ council maintained playgrounds has been reduced from 25% of all facilities to just  9%. Future improvements will continue to move the quality and safety of all selected playgrounds to that of ‘good’.

      Following the success of physical improvements on site staff carried out a review of the process used to deliver the programme. A number of improvements are proposed for this year including;

·        inclusion of Multi-Use Games Areas (MUGA’s) and outdoor gyms as part of the annual inspection process

·        plan refurbishment works for the next two financial years (2012-13 & 2013-14) based on this year’s cycle of independent inspection reports

·        share information with local communities earlier to assist with planning and design

·        establish a new 3 year tender for the supply of playground equipment commencing in April 2013

      This year’s inspections were again carried out by ‘Play Services Ireland’ consultants in May 2012.  As before, a quality score and classification for all playgrounds was derived based on European safety standards BS EN 1176 & 1177. Playground sites have been ranked in line with these scores, helping to determine which are in most need of refurbishment. Inspection reports continue to identify and prioritise essential repairs to existing equipment and will be undertaken annually.

      This year’s inspection process has been widened to include all existing Multi - Use Games Areas (MUGA’s) across the city. The condition of these facilities has been assessed against the current European safety standard BS EN 15312.

      Members should note that MUGA’s are not part of refurbishment works under the Playground Improvement budget. Essential works to these facilities will need to be prioritised and funded independently. As a European standard for outdoor  ...  view the full minutes text for item 17.

            After discussion, 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 Antisocial Behaviour Programme.

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

            The group had ran successful Beacon events in Woodvale Park, which included a range of community activities, with over one thousand people having attended each year.  The staging of the event had been approved by the Parks and Leisure Committee on each occasion.  During 2011, the Bonfire Frame had been used as an alternative to the Beacon and had been considered as a successful alternative.  The Frame was set on a bed of sand and had proven to cause no damage to the ground surface.  In this regard, the Council had been received further requests from the Association to hold a similar event at the Park in 2012 which would include the use of the Bonfire Frame, a range of family-based activities and music events.

            The Director pointed out that the contractor appointed to deliver the £2 million development plan for the Park was about to go on-site and, as a result, the traditional area in the park, on the cinder pitch, was unlikely to be available for the Bonfire Frame.  However, an area close to the bowling pavilion to hold a scaled-down version of previous events had been identified by staff.  In order to comply with all statutory requirements, an Event Management Plan would be required and site visits had taken place with the Fire Service and the Police Service of Northern Ireland who had assisted the Council in identifying a suitable location for the Frame and space for limited associated events.  Accordingly, the Director recommended that the Committee grant authority for the cultural event to be held at the Woodvale Park on 11th July, subject to satisfactory terms being agreed and on condition that:

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

(ii)     an appropriate legal agreement was entered into; and

(ii)     the event organisers met all statutory requirements, including entertainments licensing.

            The Committee adopted the recommendations.

            The Committee was reminded that, at its meeting on 12th April, it had considered a report in relation to the production of the Development Plan for the Falls Park, City Cemetery and the surrounding area.  The Assistant Director stated that it was envisaged that the Development Plan would be included as part of the Management Plan under the Green Flag initiative and would provide a cohesive approach for the local community and assist in bringing investment to the area.

            She reported that Council officers had received a letter from Feile an Phobail advising of its intention to apply for £30,000 funding from the Alpha Programme in order to build a natural amphitheatre at the Falls Park.  The correspondence had indicated that the proposed amphitheatre would be designed to enable public events such as festivals, music events and art and craft workshops to take place.  It would enable the local community a natural seating area to enjoy picnics, a place where children’s and family events could take place and the amphitheatre would include pathways which would allow accessibility for all.

            The Assistant Director pointed out that this proposal fitted within the context of the Development Plan and, at this stage, there were no financial requirements from the Council other than minor ongoing maintenance costs associated with the proposal.  It was anticipated that these would be absorbed within the existing revenue budget for the park.  Accordingly, she recommended that the Committee note the contents of the report and authorise the Director of Parks and Leisure to forward a letter of support to the Alpha Funding Programme in respect of the project.

            The Committee adopted the recommendation.

            The Committee noted the contents of a report in relation to the progress which had been achieved in respect of the Council’s online cemetery records project.  In addition, the Committee congratulated those officers within the Department who had been involved in the Project.

The Committee considered the undernoted report:

“1    Relevant Background Information

      The Committee is reminded that at its meeting in September 2011 it asked that a monthly progress report be submitted to Committee on the refurbishment of the Mary Peters Track. Members are reminded that the scope of construction works includes:

·        The replacement of the existing six lane track with an eight lane track and field events area, to IAAF standard; the track will be surfaced with a Mondo SX prefabricated track as used in the London 2012 Olympic venues;

·        The provision of a 400 seater stand incorporating storage and changing facilities; and

·        An upgrade of existing floodlighting, site access and car park lighting

2    Key Issues

      Physical Works

      The Committee is asked to note that the contractor is continuing with the ground works.  The contractor is in the process of removing the Japanese Knotweed from the area identified for the location of the grandstand.  The intention is to bury and treat this on site in order to reduce the cost of removal.  An invasive species management plan has been prepared and is currently with the NI Environment Agency. 

      The construction work is making good progress in terms of the earth work preparation for the laying of the new track, which is scheduled to commence later in the summer, and the new field area.  Work remains on schedule to be completed November 2012 with the Stand being completed January 2013.  The facility remains scheduled to be operational by March 2013.  

      Reopening of the Track Post Completion

      The refurbishment is included within the Council’s Investment Programme and represents a significant financial investment.  It is likely that the event for the reopening of the track will form part of a wider corporate approach to similar investments emerging from the Investment Programme. 

      The reopening of the track will be scheduled for April/May 2013 and a number of options have been given initial consideration. 

      These include linking the launch with a scheduled event, this could be a local schools competition or some other pre-scheduled athletics meeting such as an inter–varsity competition or other athletics events scheduled for April / May 2013.   At a more local level, the Council organisations a series of schools athletics days and this might provide a forum.  Preliminary discussions have been held with Northern Ireland Athletics who will further explore the options.

      It is proposed that further discussions be held with the relevant governing bodies and that further consideration be given to the matter. 

      Regardless of the option decided on, such a launch will require a budget, whilst it may be possible to attract external funding it is necessary to have a degree of certainty around resources in order to incur expenditure to safeguard the event.  It is therefore proposed a provisional estimate of £10,000 be allocated in the financial year 2013/14 to support the event.  A detailed programme plus costs will be developed in advance of the estimate process.

      Frequency of reports

      The Committee at its meeting in September 2011  ...  view the full minutes text for item 22.

            The Committee was advised that Business in the Community had requested that the Council partner an event being organised to support the community/voluntary sector as part of a “Pro Bono” week which would be held in the City during the period from 5th till 9th November.

            The Director reported that national “Pro Bono” week comprised events across the United Kingdom celebrating the range and impact of Pro Bono activities undertaken by solicitors, barristers and legal executives.  Business in the Community promoted the event as part of its Pro Help programme and currently over one hundred professional firms and businesses were committed to providing Pro Bono support to the voluntary and community sectors.  The aim of the event was to target community groups which operated as a social enterprise and which would value and benefit from the opportunity to present their services/products to representatives from business.  In addition, it also provided an opportunity for businesses to identify how they could support those groups and organisations as part of their corporate responsibility commitment. 

            The Director pointed out that Business in the Community was keen to provide this event free of charge to community groups and had requested that the Council sponsor the event by providing a venue.  The Manager of the Olympia Leisure Centre had confirmed that the centre would be available and was able to accommodate the event on 8th November from approximately 8.30 a.m. to 12.30 p.m.  In addition, Business in the Community had requested that the Council provide lunch for the representatives of the community groups at a cost of approximately £250.

            The Director stated that sponsorship of this event would demonstrate the Council’s own corporate responsibility as well as its civic leadership in setting an example to other businesses and provide an opportunity to act on the commitments set out in the Council’s Investment Programme.  The projected loss of revenue to the Council, if the event was to be facilitated, would be approximately £412 and, depending on timings, the provision of lunch would cost approximately £250.

            After discussion, the Committee agreed that the main hall at Olympia Leisure Centre be made available to the organisation free of charge and that lunch for approximately forty community representatives be provided.

            The Committee was advised that a request had been received from the organisers of the Christopher Shaw Cup to hold a charity football tournament at the Blanchflower Playing Fields during the period from 25th till 27th August.  The Director pointed out that the tournament would be dedicated to the memory of Christopher Shaw and this would be the ninth year of the tournament’s operation.  In addition, the event had developed each year and, since starting in 2003 with four teams, it now had thirty-four teams competing.  The event brought together teams from all over Northern Ireland for a weekend of football activities and family fun. 

            The Director reported that the organisers had requested the free use of the pitches and ancillary facilities at the Blanchflower Playing Fields on 25th, 26th and 27th August.  There were no bookings for the site during that time as the football season would not have officially started and therefore there was little chance of any potential loss of revenue.  As with all such events, health and safety issues would be addressed through the preparation of an Event Management Plan by the organisers and to the satisfaction of the Council.  He stated that, although the Council had been requested to waive the normal charge of booking for the use of the pitches and ancillary facilities over those three days, staff would be required to manage and clean the facility over that period.  Staff costs were estimated to be approximately £668 and would be covered by the organisers.  He recommended that the Committee grant authority for the organisers to hold a charity football event at Blanchflower Playing Fields during the period from 25th till 27th August, subject to the preparation of an Event Management Plan being agreed between the organisers and the Council and the completion of all legal and statutory requirements.

            The Committee adopted the recommendation.

The Committee considered the undernoted report:

“1    Relevant Background Information

      The Cremation Society of Great Britain is the founder and pioneer of the cremation movement in the United Kingdom. It established the first crematorium in the UK and is a founder member of the International Cremation Federation.

      The Federation of Burial and Cremation Authorities formed in 1924, represents 90% of all cremation authorities in the United Kingdom and some years ago widened its scope to allow full membership of the FBCA to burial authorities. Belfast City Council is a corporate member.

      The Association of Private Crematoria and Cemeteries represents 70% of all private crematoria in the UK. Nearly all new crematoria are being established by the private sector.

      The Association of Burial Authorities was formed in 1993 to fulfil the need for a consumer orientated organisation to co-ordinate the activities of burial grounds and provide a tangible link between them and the public.

      Belfast City Council is a corporate member of the Institute of Cemetery and Crematorium Management. The Institute is the only organisation within bereavement services to provide fully accredited and externally validated education and training opportunities for cemetery and crematorium staff at all levels. It promotes the development and advancement of its members to facilitate the better provision, operation, administration and management of cemeteries, crematoria and bereavement related services.

      The annual Cremation and Burial conference is organised in partnership with the Cremation Society of Great Britain, the Federation of Burial and Cremation Authorities, the Association of Private Crematoria and Cemeteries and the Association of Burial Authorities. The Conference will take place from 2 – 4 July 2012 at the Hilton Newcastle, Gateshead.

      The annual Institute of Cemetery and Crematorium Management Learning Convention and Exhibition will take place from 1 – 3 October 2012 at the Forest Pines Hotel, Broughton, North Lincolnshire.

      Attendance at these events will allow Councillors and officers to keep up to date with developments in the funeral services industry and make contacts with other authorities and service providers, learning from their expert knowledge and experience. The exhibitions attached to these events offer excellent opportunities to see the range of products and services that are on offer to help officers provide the best possible service to bereaved people.

2    Key Issues

      This year’s Conference and Convention will continue the on-going co-operation of like-minded organisations and the programmes will contain presentations on important issues to all those in the death care industry. It will be of particular interest to representatives from Cremation and Burial authorities who wish to keep abreast of the latest developments affecting their service and facilities.

      Through a series of papers and via the exhibitions information will be provided that delegates can take back and utilize in their workplaces. As the providers of the only cremation service in Northern Ireland and providers/operators of the largest and busiest cemetery in N Ireland, it is important to keep up to date with developments in the industry and changes in legislation. Attendance at these events will enable  ...  view the full minutes text for item 25.

The Committee was advised that a request had been received from a production company seeking authority to film within the grounds of the City Cemetery on 26th July and the Botanic Gardens on 31st July as part of a short feature film entitled “Made in Belfast”.  Filming at the Cemetery would take approximately four hours and it was anticipated that one hour filming would be required at the Botanic Gardens.  The Director assured the Members that written agreements with the company would be sought to ensure that any filming taking place within the City Cemetery would be respectful and sensitive to the nature of that location.  He requested that the Committee grant approval for the filming to take place in the City Cemetery and Botanic Gardens during July, subject to a legal agreement outlining the restrictions for filming within the City Cemetery.

          The Committee granted the approvals sought.

The Committee was advised that Grow it Yourself Ireland was a not-for-profit organisation which aimed to encourage people to grow their own food through various activities, including community meetings, campaigns promoting school growing, family growing and community garden events.  The organisation involved around 12,000 people and 100 community groups holding regular meetings which were open to all and free of charge.

          The Director reported that, since September, 2011, Grow it Yourself Ireland’s local representatives had been involved in the Council-led Steering Group working to develop the draft “Growing Communities Strategy” as presented to the Members at its meeting on 10th May.  The organisation’s aims reflected those of the draft strategy and the organisation’s activities were likely to directly contribute to implementation of the strategy across the City.

          He stated that Grow it Yourself Ireland’s local representatives had written to the Council requesting free use of a Council venue in South Belfast for monthly meetings and he summarised the nature and requirements of those meetings as follows:

·        each meeting would involve around 10 to 30 members of the community from across North, South and East Belfast (there was currently a separate community group in the West of the City);

·        meetings would be held monthly on a Monday evening from 7.00 p.m. to 8.30 p.m., during the period September to May inclusive;

·        meetings aimed to “inspire and empower people to grow their own by bringing together community groups to share tips, advice and expertise” and might involve guest speakers, presentations, mentor panels and brainstorming sessions;

·        meetings would require no particular facilities apart from heating, lighting, power and access to facilities for making tea/coffee; and

·        all meetings would be attended by the organisation’s local representatives.

            The Director indicated that a bowling pavilion could provide a suitable venue.

            Accordingly, he recommended that the Committee grant authority for the free use of such a facility, subject to availability.

            The Committee adopted the recommendation.

            The Committee was advised that the 2012 London Olympic Games would commence on 27th July, with the closing ceremony on 12th August.  In addition, the 2012 Paralympic Opening Ceremony would be held on 29th August and would run until 9th September.  For the previous twelve months local athletes had been striving to make qualifying times and selection for the games to represent Great Britain or Ireland in their chosen sport.

            The Director reported that five local athletes had qualified to represent Ireland at the upcoming games and that those athletes were competing at the pinnacle of their career and were role models for young aspiring children across the City.  He recommended that the Chairman of the Parks and Leisure Committee write to those athletes, and any local athletes who subsequently qualified congratulating them on the qualification and passing on the Council’s best wishes for success at the Olympic Games. 

            The Committee adopted the recommendations.

            The Committee noted a report in relation to the 2012 Volunteers Bursary on the progress achieved in relation to the London 2012 Volunteers Bursary Scheme.

            The Committee was advised that the Parks and Cemeteries staff were responsible for organising the Spring Fair in April at the Barnetts Demsene and the Annual Autumn Fair during September at the Botanic Gardens.  The Director stated that, in previous years, the Committee had granted a small donation to each of the societies involved in the organisation of the events, in recognition of the assistance which they had provided.  He recommended, therefore, that a donation of £100 be made to each of the undernoted organisations:

·        Friends of Bonsai

·        Northern Ireland Daffodil Group

·        Belfast and District Beekeepers’ Association

·        Belfast Winemakers’ Circle

·        British Cactus and Succulent Society

·        Federation of Women’s Institutes of Northern Ireland

·        Irish Fuchsia and Pelargonium Society

·        North of Ireland Dahlia Society

·        Northern Ireland Bonsai Society

·        Northern Ireland Group of Flower Arrangement Societies

·        Northern Ireland Orchid Society

·        Northern Ireland Vegetable Association

·        Rose Society of Northern Ireland

            The Committee adopted the recommendations.

The Committee considered the undernoted report:

“1.   Relevant Background Information

      At the February 2012 Parks and Leisure committee approval was granted to MCD Productions to use the playing fields at Boucher Road for two concerts on 21/22 August for the Vital Festival.

      Since approval work has been ongoing to complete the legal agreement and to address the necessary statutory requirements, including entertainment licensing and all operational issues to the council’s satisfaction.

2.   Key Issues

      As it is estimated that each concert will have a capacity of 45,000 plus staff, traffic management and flow of people to and from the concert has been a key aspect of planning the event.

      Discussions between the promoters, MCD Productions and council officers has highlighted the potential need to use the car park at Olympia Leisure Centre as a taxi pick up point after the concert and to use the grounds around Strangford playing fields as a contingency for overflow parking.

3.   Resource Implications

      Finance

      The additional requests will not impact on users of either site or result in loss of income to the Council.

      Human Resources

      No impact. Staff at both sites will be provided by the promoter.

      Asset

      Measures will be taken by the organiser to protect the grounds and any damage to grounds will be reinstated within specified timescales.

4.   Equality and good relations implications

      None

5.   Recommendations

      It is recommended subject to a legal agreement that committee grant approval for the use of the car park at Olympia Leisure Centre and Strangford playing fields as necessary to support the successful delivery of the Vital Festival.”

            The Committee adopted the recommendation.