Agenda and minutes

The Chairman welcomed Councillors Beattie and Verner to their first meeting of the Committee.

An apology was reported on behalf of Councillor Mac Giolla Mhín.

            The minutes of the meeting of 12th September were taken and read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st October.

            No declarations of interest were reported.

            The Director provided the Committee with an overview of the circumstances surrounding the discovery of a body within the Alexandra Park that morning.

            After discussion, during which the Director undertook to review the manner in which Members were advised of serious incidents within the Department’s properties, the Committee noted the comments of the Director.

            The Committee noted a schedule of Support for Sport applications which related to development and hospitality grants, together with a schedule of ‘Clubmark’ awards, which had been approved by the Director in accordance with the authority delegated to him, information on which was available on the Council’s Mod.gov website.

            The Committee noted a schedule of Individual Development Grants, a copy of which is set out hereunder, which had been approved by the Director in accordance with the authority delegated to him by the Committee at its meeting on 11th October, 2012.

            In response to a Member’s query regarding the awarding of grants to applicants residing outside the City boundary, the Director agreed to review the eligibility criteria and to submit a report in this regard to a future meeting of the Committee.  In addition, it was agreed that a report outlining the benefits which had been achieved through the Scheme would be submitted to a future meeting.

            The Director reminded the Committee that the Parks Events Small Grants Scheme, which had been established in 2006, had sought to encourage community-based groups to host a range of events in local parks. He explained that the initiative had proved to be a success and indicated that funding of £100,000 had been allocated for groups in 2013/2014, with a maximum grant of £3,000 available to successful applicants.  He indicated that a total of 44 applications for assistance had been received in the current year, of which 36 had been deemed eligible for funding.  He added that a total of 50 events would be held in 26 separate locations across Belfast.

            The Committee noted the information which had been provided and agreed:

·         that the Department would continue the Scheme in 2014/2015;

·         that the funding would be maintained at £100,000; and

·         to delegate authority to the Director to make future awards.

            Arising from discussion on the foregoing report, the Director agreed to submit a report to a future meeting which would outline the feasibility of the area management of parks being undertaken on a north, south, east and west basis, as opposed to the current arrangements which separated the areas on a north, east and south/west basis. 

            The Committee agreed to defer, until its meeting on 14th November, consideration of a report in respect of departmental fees and charges for the financial year 2014/2015. It was noted that, during the interim period, briefings on the proposed fees and charges would be provided to those parties who wished to receive them.

            Arising from discussion on the proposed fees and charges, insofar as they related to the City of Belfast Crematorium, a Member referred to a proposed study visit to view crematoria in England, which had been organised by Cogent Consulting, and which would take place on Thursday and Friday16th and 17th October. He reminded the Committee that it had been anticipated that the visit would involve Elected Members from both Belfast City Council and Newtownabbey Borough Council.  However, he expressed concern that the date which had been chosen by the consultants for the visit had not proved to be suitable for the Members of Belfast City Council and, given that the purpose of visit was to examine models which might be utilised in the joint management of a new crematorium in the Newtownabbey area, he emphasised that it was important that the Council was represented at a political level.

            In response, the Director reminded the Members that the Department had written to each of the Party Leaders in July seeking nominations for the study visit and, in addition, the Committee had considered a report in this regard at its meeting on 8th August.  He pointed out that the dates for the visit had been determined not by the consultants, but by the host crematoria in England.  He indicated that any Member of the Committee who so wished to attend would be accommodated should they contact the Department at the earliest opportunity.

Noted.

            The Committee considered the undernoted report and noted that the schedule of charges in respect of the above-mentioned matter had been published on the Council’s Mod.gov website:

“1.    Relevant Background Information

1.1    The Committee will recall the report presented at the September 2013 meeting regarding the review of the Zoo’s animal adoption package.Following the Committee’s consideration in September, a further review has taken place and officers have made further enhancements to the various adoption packages, taking into account Members comments.

2.      Key Issues

         The adoption package costs remain unchanged from the original proposal in September and include a new package for our younger visitors.  This includes a gift bag, a free child entrance ticket, a fact sheet and certificate. This is priced at £25.00 and is aimed at the gift market.

The bronze package has been enhanced, and now includes one free entrance ticket, and the chance for the adopter and one guest to attend an exclusive behind the scenes evening tour of the Zoo, as well as a number of features that were previously outlined.

The silver package now includes four free entrance tickets to the Zoo, a personalised guided tour of the zoo during the summer for the adopter and one friend, and the chance for the adopter and three guests to attend an exclusive behind the scenes evening tour of the Zoo, as well as a number of features that were previously outlined;

The gold package now includes eight free entrance tickets to the zoo, a personalised guided tour of the Zoo during the summer for the adopter and up to ten guests, the opportunity to meet the zookeeper who manages the adopter’s chosen animal and learn more about how it is looked after (including the chance to access areas normally restricted to visitors), and the chance for the adopter and three guests to attend an exclusive behind the scenes evening tour of the Zoo, as well as a number of features that were previously outlined.

2.2    Further work is ongoing to consider enhancements to the adoption packages through offers at the Zoo’s gift shop and catering outlets and proposals will be brought forward in due course.

2.3    Work is also in progress to review the current names of the four packages with a view to considering options regarding their branding.

            3.      Resource Implications

         Financial

The Zoo’s income has been under pressure for the last few years and it is hoped that the review of the adoption packages and the promotion around these can help to stimulate their use.  A new package aimed at children has been recommended and the price of the Bronze package has been reduced to reflect the benchmarking information. 

All these changes will be reflected in the fees and charges for the Zoo which will be brought to committee in the autumn.  The new prices will be effective from April 2014 however the use of previously agreed delegated authority from the Director may be required for any special promotions and in particular  ...  view the full minutes text for item 11.

            The Committee agreed to defer, until its meeting on 14th November, consideration of a report on the Department’s Review of Crèche Provision to enable further information to be provided. 

The Committee considered the undernoted report:

“1     Relevant Background Information

1.1    At its meeting on 12 February 2009 the Committee supported an application for funding to Sport NI to participate in the Active Communities Programme.  This was successful and the programme has been running since 2011.

1.2    Active Communities is an investment programme delivered by Sport NI that seeks to employ, deploy and train a network of full time and part time sports coaches and leaders to deliver activities in community and club settings across Northern Ireland, with a view to increasing participation in sport and physical recreation, especially among underrepresented groups.

1.3    A package of funding and business a plan was put together to support BCSDN (Belfast Community Sports Development Network) as the lead delivery partner for Sport NI’s Active Communities programme under the auspices of the Active Belfast Consortium (ABC). 

1.4    The Committee gave approval for the Director of Parks and Leisure, in consultation with the Chair of Parks and Leisure, to agree the Council’s contribution to the overall package of funding up to a maximum of £50,000 per annum.

 2      Key Issues

2.1    As lead partner Belfast City Council is responsible for the management of the project including monitoring and evaluation and managing the overall investment in the project by all consortium members.

         In keeping with this effective governance of the project a Value for Money Audit was commissioned in May 2013 to:

·         review the extent to which BCSDN is complying with the terms of the contract; and to review the value for money provided by the contracted service.

2.2    Significant levels of inconsistencies and areas of non-compliance, which could lead to the potential for irregularities, were identified through the review.  In particular there were issues with:

·         35% of targets per the ABC Action Plan Report 2012/13 were not achieved

·         Delivery of the programme has become less cost effective in 2012/13 compared to 2011/12 as the cost per new participant has increased from £20 to £22

·         BCSDN is not compliant with BCC requirements to deliver the Active Communities Programme consistently across Belfast

·         Active Communities Programme does not appear to be contributing more than the minimum requirements of the school curriculum. This is not compliant with the strategic aims of the Active Communities programme to contribute added value to schools.

·         Only 52% of coaches achieved the target of 14.5 coaching hours per week. In our opinion this is an unsatisfactory level of performance

·         54% of the data contained errors; this is an unsatisfactory level of compliance and calls into question the reliability of the AC Database for performance monitoring.

·         When the cost per participant is adjusted for the 54% error rate, cost per new participant increases to £47, which is above the benchmark figure of £30, thereby indicating that BCSDN does not provide value for money.

2.3    The report has been shared with the Board of BCSDN and officers will engage with BCSDN on the findings of the VFM Audit recommendations and to consider any proposals that they  ...  view the full minutes text for item 13.

            The Director sought, and was granted approval to,undertake tendering exercises and to award, under the Scheme of Delegation, contracts to the most economically advantageous tenders submitted for the undernoted services:

Tender                                                                                 Cost

            The Committee noted that the duration of each of the contracts would be for a three-year period, subject to satisfactory performance and annual review.

The Committee considered the undernoted report:

“1     Relevant Background Information

         The Committee will recall that the Pitches strategy was formally agreed at Council in March 2012.  Members are reminded that a central strand of the strategy was the need to intensify use owing to the shortfall in the number of pitches across the city.  Given the lack of open space in the city and the desire to avoid using further open space for pitches, it was agreed that the construction of artificial turf pitches was the preferred method of increasing use.  Members will be aware that these are suitable for greater use as opposed to the limited use of natural turf which requires recovery time between games and at the end of each playing season.    

         Members are reminded that Cherryvale Playing Fields were prioritised as part of the evaluation process based on an assessment matrix agreed by Committee.  This process took into account several factors one of which was partnership funding.  In this case there had been an offer of funding from GAA to help improve provision for GAA on a number of sites across the city, one of which was Cherryvale Playing Fields.  The Committee will recall that at its meeting in April 2013 it noted the approach with GAA and agreed that Officers continue to meet with the GAA in order to reach agreement.

         In essence, Officers were tasked to deliver a 3rd generation artificial turf pitch in Cherryvale Playing fields.

         During the past year there has been a series of meetings between Council Officers and representatives from GAA with the aim of agreeing a scheme layout.  This was proved to be challenging owing to the constraints of Cherryvale itself and the use of the facility by other sporting codes, including rugby and association football.  Whilst Cherryvale is designated as Playing Fields, the facility also contains a children’s playground and is regularly used by dog walkers, joggers etc.

         A number of options have been examined with a view to minimising the impact on the playing fields and the detriment to each of the sporting codes and other users.  The main options are set out below.   Members will note that all of the options contain an artificial turf pitch which was the agreed position approved by Committee. 

         Option 1 – Replace existing GAA natural turf to 3G

         Disadvantages

1.    GAA will lose an existing grass pitch

2.    Some residents have voiced concerns re: additional use, lighting andnoise

3.    Some non-sports affiliated users have expressed concern that use of theplaying fields will be restricted owing to the inclusion of fencing; and

4.    Funding from GAA may be at risk.

         Advantages

1.    This would intensify use;

2.    There would be no detriment to rugby or soccer;

3.    Lighting and noise would be further removed from the immediate vicinityof the residents.     

         Option 2 – Proposed Agreed Option from Sporting Codes

         Disadvantages

1.    There is detriment to rugby, soccer and GAA;

2.    Some residents have voiced concerns against additional  ...  view the full minutes text for item 15.

            The Committee considered the undernoted report:

“1.    Relevant Background Information

         The Committee is asked to note that Officials from the Department for Social Development have met with Council Officers to update them on proposals to undertake a significant environmental improvement scheme in the Lower Shankill.  The indicative cost of the scheme at this time is in the region of £1.8m which will be met by the Department. 

         Discussions are ongoing between the Housing Executive and the Roads Service, each organisation owns part of the land, although the Housing Executive is the main landowner in this instance. 

         Members are asked to note that no capital money has been committed to this project by the Department.  However, it is the Department’s intention to seek the necessary allocation.  Preliminary discussions with Officials from the Department have intimated the cost of maintenance for 12 months, post completion, will be included. 

         Whilst the Housing Executive is the main land owner Officials have indicated that the Executive is not in a position to undertake the operational maintenance post completion.  The Council has been asked to consider whether it is prepared to accept the transfer of land and the associated maintenance and public liability associated with the project.  The Executive has indicated that low level maintenance will underpin the design. 

         Members will note from the attached drawing that the proposal includes a multi user games area and a playground.  The remainder of the area will incorporate grassed areas, paths and some hedging.  It is not intended that bedding will be included. 

2.      Key Issues

         The key issue that the committee is being asked to consider at this stage is whether the Council is willing to accept the land transfer from the Housing Executive and to undertake the maintenance and public liability associated with the scheme post completion and after the first year.  In considering its position the Members may wish to consider the following points:

1.     The project is at its early stages in development;

2.     There has been limited consultation with the community;

3.     The funding from DSD has not yet been committed;

4.     It is likely that it will be a further 2-3 years before the project is completed;

5.     Council Officers have not yet commented on the proposals;

6.     There are a number of management issues which have not been worked through such as the management of the MUGA or the need for an additional playground in area which already has three such facilities in close proximity at the Hammer, at Dover Street and at Brown Square;

7.     The revenue costs are not available at present, however, a preliminary estimate based on the playground and the MUGA might be in the region of £30,000 per annum;

8.     It is unlikely that this work could be absorbed within the existing budget and staffing structure;

3.      Resource Implications

         Financial Implications

         Whilst there are no capital expenditure requirements the initial estimated revenue cost may be the region of £30,000 per annum, subject to further review.

         Human  ...  view the full minutes text for item 16.

The Committee was reminded that, at its meeting on 13th June, it had approved the process by which a name would be chosen for a new bridge which would link the Airport Road with the Victoria Park as part of the Connswater Community Greenway.  The Assistant Director reported that the panel appointed for this purpose had shortlisted five names for consideration by means of a public vote, viz., The Island Bridge, The Victoria ‘Vicky’ Bridge, The Avalon Bridge, The Cranes Bridge and The Sam Thompson Bridge.

She tabled for the Committee’s information the result of the vote, which had closed the previously day, and pointed out that the name The Sam Thompson Bridge had been the winner by securing 44% of the 1,441 votes cast.  She added that the name The Avalon Bridge, which was in recognition of Van Morrison’s 1989 album ‘Avalon Sunset’, had finished in second place with 29%, or 408 of the votes. The name The Victoria Bridge had received 189 votes, while The Island Bridge had finished in fourth place with 107 votes and The Cranes Bridge had received 79 of the votes cast.

            The Committee noted the information which had been provided and agreed that the bridge be named in honour of the local playwright Sam Thompson, subject to the endorsement by the Council at its meeting on 4th November.

The Committee considered the undernoted report:

“1.    Relevant Background Information

1.1    The Council received a request in July 2013 from Business in the Community (BITC) for support with the development of a new community garden on the Albertbridge Road, as part of a cross-community growing project adjacent to a key interface area.

1.2    BITC is a not for profit membership body working with private and public sector organisations to address local community and wider sustainability issues in Northern Ireland. Belfast City Council has engaged in a range of activities with BITC over several years and is currently a BITC member organisation.

1.3    In 2012, BITC applied to Biffa Award, the Landfill Communities Fund distributor, for funding to support a new community garden project. BITC has been offered a £44,000 grant, (to which BITC has already made a 10% match funding contribution) by Biffa Award, subject to securing full planning permission by 30 September 2013. To date, a landscape architect has been engaged, outline design proposals for a garden with costings have been prepared and a Phase 1 Contaminated Land Survey completed. The proposals have now received full planning permission. 

1.4    In summary, the project will do the following:

·         Convert part of a car park adjacent to BITC’s offices, located on Albertbridge Road between Cluan Place and Paulett Avenue, to a community garden.  The site is owned by BT (BITC’s landlords) who have already formally given permission for the project. The community garden will exist on approximately half of the 800m2 site, whilst the remainder of the site will retain a number of parking spaces.

·         The plan retains nine BT parking spaces which is in agreement with their requirements (all of the current spaces are for BT’s use rather than public parking).

·         Engage the local community in planning, development, maintenance and ongoing use of the garden – as a resource for programmed cross-community horticultural activities, as a means of improving local health and well-being, and as a shared space for relaxation and play, and interaction between local residents;

·         Provide an opportunity to enhance biodiversity in the area, integrating native species of trees, grass and shrubs, and using bird and bat boxes to encourage wildlife to the garden; and

·       Contribute to regeneration efforts in an area of low social and economic wealth, acting as a regeneration catalyst for the Albertbridge Road in line with current work on the Newtownards Road and the Connswater Community Greenway.

            2.      Key Issues

2.1    The aims of the project are in line with Growing Communities Strategy 2012 - 2022.  In particular the project closely aligns with the following strategic objectives:

·         To support healthier lifestyles by providing growing opportunities to people of all ages;

·         To support and develop communities by building and encouraging ownership of and pride in the city’s growing spaces;

·         To work to support environmental sustainability by ensuring that growing spaces and activities contribute positively to the local environment and support the attainment of sustainable development targets set for local government; and

·         To engage the  ...  view the full minutes text for item 18.

The Director submitted for the Committee’s consideration the undernoted report:

“1.0  Relevant Background Information

1.1    Members will be aware that the Council is currently leading on the development of the Active Belfast approach, as part the Belfast Strategic Partnerships work to address inequalities within the city.

         The Active Belfast approach is also a key strand of the Council’s Leisure Transformation Programme, providing significant opportunities to work collaboratively with a range of partners, with the outcome of improving the health and wellbeing of people in Belfast.

         At the meeting of the Parks and Leisure Committee on Thursday 12 April 2012, the Committee agreed to allocate match funding of £90,000, (£70,000 from Council’s thematic budget and £20,000 from the Parks and Leisure revenue budget) towards the Active Belfast Investment Fund.  Similar allowance was made in the 2013/14 revenue estimates.

         This report summarises the work completed between April 2012 and March 2013, including outputs of the Active Belfast Investment Fund and identifies for Members several priority areas for the development of Active Belfast over the next period.

2.0    Key Issues

2.1    Active Belfast Investment Fund

         A total of 33 projects received support from the Active Belfast Investment Fund in the financial year 2012/2013. The projects ranged across the priority areas of play, travel, schools and workplaces.

         More than 9,600 people directly benefited from activities delivered through the Active Belfast Investment Fund with many others indirectly benefiting as a result of increasing community capacity through the development of 255 people as physical activity leaders and champions across the city and through the investment in new equipment for community based facilities.

2.2    Active Outdoors

         Supported by the Public Health Agency (PHA) through Active Belfast, council have installed outdoor fitness equipment in 8 parks across the city. This equipment has increased the opportunities to be active which are available to park users.  Work is currently underway to develop coach-led programmes to promote the all year round use of the equipment.

2.3    Physical Activity Referral Programmes

         Physical Activity Referral Programmes (PAR) are a key area of regional work for our partners in the PHA. Through the Active Belfast approach additional support for this work has been secured through both Sport NI (£132,000) and the Local Commissioning Group (£45,000).

         This additional support has allowed for the creation of 7 full time equivalent posted dedicated to the improvement of PAR Programmes across the city. This has allowed for work to be undertaken in supporting people recovering from, and living with a range of conditions including coronary heart disease, chronic obstructive pulmonary disease, diabetes and cancer.

2.4    Community awareness programmes

         A range of community awareness programmes have been delivered to increase the understanding of what being active means and to raise the profile of the Active Belfast approach. These have included programmes targeting sedentary women, young children and their parents and people experiencing low levels of mental health. In total more than 500 people have take part in these programmes.

2.5    Priorities for developing the Active Belfast approach

         The Active  ...  view the full minutes text for item 19.