Agenda and minutes

An apology was reported on behalf of Councillor Kyle.

            The minutes of the meetings of 10th and 19th of October were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 4th November.

            No declarations of interest were reported.

            The Committee noted a schedule of 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:

            The Committee was reminded that, at its meeting on 12th September, it had agreed to the transfer of the administrative responsibility for the Department’s Small and Large Development Grants to the newly-formed Central Grants Unit.  In addition, at its meeting on 10th October, the Committee had agreed to provide funding to enable the continuation of the Parks Events Small Grants Scheme.  The Director reported that it had been proposed that the Small Grants Scheme, which was administered currently by the Department’s Open Spaces and Active Living Unit, would transfer also to the Central Grants Unit.

            The Director reminded the Committee that recommendations in respect of Large Development Grants were presented for its approval each September. He pointed out that the Large Development Grants were the only awards for which he had not been granted delegated authority.  He recommended, therefore, that the Committee consider streamlining the process by which funds would be released to successful applicants by delegating authority to him to make awards under the Large Development Grants.

            The Committee approved the transfer of the administrative responsibility for the Parks Events Small Grants to the Central Grants Unit and granted authority to the Director to award Large Development Grants up to a maximum of £5,000.

            The Committee was reminded that, at its meeting on 10th October, it had agreed to defer consideration of a report in respect of the departmental fees and charges for the financial year 2014/2015 to enable briefings to be provided to those parties who so wished to receive them.  Accordingly, the Committee reconsidered the undernoted report.

“1     Relevant Background Information

1.1    At the special Parks and Leisure Committee on 9 February 2012 the Committee agreed that a concessionary rate of approximately 50% of the full rate would be applied across all activities in relation to over 60s, those on means tested benefits, students and children (up to the age of 17) to streamline the scale of charges and make them easier to understand.

1.2    It was further proposed in reports in June and September 2012 that the Director be given delegated authority to approve a range of measures including promotional offers to increase memberships and discounts for special need schools.

2      Key Issues

2.1    Belfast Castle and Malone House

         The economic downturn continues to impact on business at the two venues. They continue to benchmark against the local venues and hotels to ensure that their rates are competitive. The corporate market has been impacted significantly from the reduction in internal council customers and from across the public sector. In response to this many of the room hire fees have been reduced some by up to a third to stimulate this market.

         The weddings market is where the business continues to grow and the venues generate approximately 50/35% of their income each year (Belfast Castle/Malone House) in this area. The charge proposed provides a 10-11% increase year on year.  Other promotions will also be put in place during the year to help stimulate usage.  Committee is asked to note the discount of 50% on normal rates for the Council’s own use.

2.2    Belfast Zoo

         It is proposed to:

·        Increase admissions by 5% for a summer ticket from £10.50 to £11 Adult; £5.25 to £5.50 for a concession. 

·        A winter ticket by 4% from £8.20 to £8.50 Adult; £4.10 to £4.25 for a concession.

·        A family ticket has been increased by 5% from £28 to £29.50 in summer and from £22 to £23.25 in winter.  This is for up to 2 adults and 3 children and represents a 23% decrease on the individual summer price.

         It is also proposed to trial an additional price which will include a donation of 5% to a number of relevant conservation groups.  This is currently carried out through the provision of ‘donation bins’.  This is a less secure method and doesn’t reflect how donations are managed in other similar venues.  This will be trialled for a year and a recommendation for the way forward brought back to Committee after review.

         The context of adoption packages is subject to a separate report but the proposals are reflected in the proposed fees and charges for 2014/15.

         The annual membership packages have also been reviewed and benchmarking data highlights that  ...  view the full minutes text for item 4.

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

            The Committee considered the undernoted report:   

1.      Key Issues

         The current performance in quarter two of the Parks and Leisure department shows a 1% variance against the year to date budget; i.e.; an over spend of £119k.  This overspend has reduced significantly from quarter one.There are a number of key reasons for the over spend within the department as follows:

         Direct Employee expenses are overspent by 1.6% which relate mainly to overtime and agency costs as reviews are implemented i.e. Zoo, ROSPA.  These continue to be monitored and hotspots challenged with managers. 

         Utility costs are currently on budget however there are ongoing issues with CHP within Leisure and the timeliness of charging.  The connection to the water mains in the Zoo cost £40k year to date which was not budgeted for however the borehole supply has now been restored, so this should not be a cost going forward.

         Vehicle costs within Parks and Cemeteries are overspent by £26k against budget in quarter two as fuel budgets remain under pressure due to increased costs

         Compensation claims are £96k over budget in Parks and Cemetery Services by the second quarter.  Again the timing of compensation claims is largely unpredictable but there is a high probability that this budget will be overspent by £90k by year end.  The department continues to work with Legal Services to improve the reporting of incidents and ensuring these are managed effectively.

         Income for the department overall is down 2% or £113k on budget.  Leisure Centres are 2% £36k down on budget due to losing £33k of income with the Avoniel pool closure. Promotional activities around summer campaigns have been running from April and the holiday schemes have all been well received.

         Income from fees and charges at the Zoo is down 10% or £113k against budget. This is largely due to the loss of income due to closures over Easter.  However the figures for May, June and July are up on the same time last year and the outdoor campaign ‘passport to the world’ was well received.  The good weather has helped increase visitor numbers however August and September were down on expected income and it is unlikely that performance will improve to meet budgeted income.  Income at the shop is also down £39k but a reduction on expenditure on supplies will continue to reduce this.  The shop will continue to be tightly managed and a trading account is in place for the shop and regular stock takes are in place.

         The new Franchise agreement at the Castle and Malone House in place from June will result in a reduced annual income. This currently sits at £58k below budget year to date.

         Income from Grants outstanding is £39k and officers are working with funding bodies to ensure all monies are claimed in a timely manner.  Income from fees and charges in Parks and Open Spaces is up by 10% or £136k which is mainly  ...  view the full minutes text for item 5.

            (Ms. C. Wilson, Neighbourhood and Development Manager, attended in connection with this item.)

            The Committee noted the contents of a report which provided an overview of the performance of the Parks and Leisure Department during the first six months of the financial year 2013/2014 when measured against its key targets and performance indicators as set out within the Departmental Plan.

            The Committee considered the undernoted report:

“1.    Relevant Background Information

         The Council has received a request from St Joseph’s College which is located on the Ravenhill Road and immediately adjacent to Cherryvale Playing Fields.  There are three elements to the request:

1.      The school is requesting permission to create an access gate from the school to the playing fields; Members will note that  the railings are owned by the Belfast Education and Library Board and therefore any cost associated with the works would be met by the school; the key would also be retained by the school and the Council would not have access to the school from the Playing Fields; this would not present any operational issues for the Council;

2.      The school has indicated that it would wish to make better use of the facilities; this would take several forms:

a.      The school wishes to use of the perimeter of the playing fields for running to mimic cross country;

b.     they would also like to use sections of the green space for specific fitness programmes;

c.      The school wishes to obtain greater access to the playing surfaces during week days over the school term; and

         The school has highlighted that it has no grassed surfaces of its own and is largely dependent on access to Cherryvale Playing Fields. 

2.      Key Issues

         There are a number of points to be considered by the Committee:

                                                    i.     The installation of the gate does not affect the operational management of the playing fields and is merely intended to speed up access between the school site and the playing fields; and further minimise the health and safety element of moving pupils between both locations;

                                                  ii.     There will be no cost to the Council;

                                                 iii.     Responsibility for the gate, including opening and closing will be the schools;

                                                 iv.     In relation to the increased access to the playing fields, Members are asked to note that there is no objection to this in principle, however in relation to the use of pitches Members are reminded that the pitches are already heavily used and care must be taken to ensure that the pitches remain sustainable for use by teams fulfilling league fixtures;

                                                   v.     It is important that the local site manager / supervisor is aware of proposals for use of the playing fields.

3.      Resource Implications

         Financial Implications

         There are no additional financial costs.  Through the additional use there is the potentials to generate a small amount of additional income;

         Human Resource Implications

         There are no additional human resource implications at this time.

Asset and Other implications

         There are no significant asset implications at this time, however, the proposal will enable the school to make greater use of the facility.

4.      Equality Implications

         There are no equality implications. 

5.      Recommendations

         The Committee is asked to:

1.      Agree to the installation of a gate to provide access from St Joseph’s college to the Playing Fields at Cherryvale;

2.      Agree in principle to the use of the facilities by  ...  view the full minutes text for item 7.

            (Mr. J. Walsh, Town Solicitor, attended in connection with this item.)

            The Committee considered the undernoted report:

“1     Relevant Background Information

Belfast City Council has in the past provided crèche facilities in a number of its Leisure Centres across the city. Over recent years, following a series of reviews of the service all but two of these have closed. The remaining facilities are at Andersonstown and Ballysillan Leisure Centres. Reasons for the withdrawal of these services have been an inability to comply with strict legislative requirements such as health and safety, child safety and child protection regulations along with consistently low demand set against relatively high operational running costs and inadequate resources.

The Committee deferred consideration of the report presented on 13th June recommending  to cease operating the crèches to enable further consultations with users and members to be undertaken.

2       Key Issues

         The key issues remain the same

·        The DHSSPS publish Childminding and Day Care minimum standards for Children Under the Age of 12. 

·        It is the legal opinion of the Council’s Senior Solicitor that the crèche facilities are non compliant with the minimum standards and present an unsustainable risk as currently run. 

·        There are compliance concerns with both crèches regarding facilities, child protection and Health and Safety.  These include the need for a separate area for small children to sleep, changing and breast feeding facilities and small toilets for the sole use of the children.

·        There are compliance issues relating to staff training, paediatric first aid, staff to children ratios and appropriate cover for staff absences.  The three current staff members do not hold any childcare qualifications and do not have the capacity to reach the appropriate NVQ level training. 

·        The service does not provide good value for money for the Council (running at a subsidy of approximately £8,000 each)

·        Some alternative childcare facilities are available in both areas (sure starts, private child care) although the cost for these varies. 

·        The crèches operate with limited numbers of customers.  Those who do use the service and attended the consultations find the service very valuable.  Most reported that without the crèche they could not attend the centre.

Andersonstown consultation

A consultation event was held with elected members in Andersonstown during October 2013 allowing members to view the crèche in operation and to speak with the two staff members.  A separate consultation event was also held in October with the staff and users, three users of the service attended.  Whilst these users were disappointed to hear that the service may cease they understood the compliance issues faced by the Council.  They would be willing to consider childcare places in an alternative location close to the centre if this could be subsidised. 

The two staff members are aware that the operation of the crèche in Andersonstown is not sustainable and they are aware that this may mean termination of their current employment contracts dependent on the decision of the Committee. 

Ballysillan consultation

The users of Ballysillan crèche were invited to attend a  ...  view the full minutes text for item 8.

            (Mr. P. Murray, Antisocial Behaviour Co-ordinator, attended in connection with this item.)

            The Committee considered the undernoted report:

“1.    Relevant Background Information

         The purpose of this report is to:

·        Provide an overview of antisocial behaviour (ASB) incidents across parks and leisure facilities and electoral area;

·        Update committee on the activities, interventions and future developments of the ASB programme

         The ASB programme contributes to the achievement of the departmental vision of ‘providing quality parks, open spaces and leisure environments that people value and use’. In particular, it delivers on the departmental objective of providing programmes and services to make people feel safer. The objectives of the ASB programme are to:

·        enhance the environment around Parks and Leisure facilities;

·        develop education initiatives involving creative or supportive interventions to model acceptable behaviour around Parks and Leisure facilities;

·        define enforcement as a deterrent against infraction of bye-laws or legislation; and

·        develop sustainable interagency and inter-departmental networks and leading a partnership approach to reducing antisocial behaviour.

         The ASB Coordinator prioritises action and expenditure by collating evidence gathered through ASB incident reports. This information is used to inform a coordinated partnership response, drawing on council resources, the support of local community resources, PSNI and the Policing and Community Safety Partnership (PCSP).

2.      Key Issues

2.1 Trends in the available ASB incident data:

         The comparative data outlined on Table 1 below shows an increase in the number of incident reports of ASB in parks between April to July 2012 and April to July 2013 within the 4 electoral areas of Laganbank, Oldpark, Pottinger and Balmoral. The data highlights a downward trend in the number of reports of ASB in parks within the Court electoral area. Evidence suggests that the increase in the number of incident reports of ASB in parks are attributed to the following reasons:

·        Increase in reports of groups gathering and an increase in reports of drinking; and

·        Increase in the number and use of the park warden resource

o     Transfer of 8 Community Safety Wardens

o     Staff resources deployed more regularly due to the significant increase of visitors during the exceptional summer weather (particularly within Botanic Gardens).

         *There is a spike in the figures recorded specifically at Botanic Gardens by newly deployed wardens.  Training is being undertaken to standardise recording practices.

2.2 ASB in park and leisure facilities

         The data presented illustrates a snapshot of the parks with more than 20 ASB incidents recorded between April and July 2013. The data details the numbers  ...  view the full minutes text for item 9.

            The Committee was reminded that, at its meeting on 15th November, 2012, it had approved the undertaking of a marketing exercise for the lease of the office accommodation which was located above the Stables Restaurant at the Sir Thomas and Lady Dixon Park.  Accordingly, the Director reported that, on completion of that exercise, it had been proposed that a local information technology firm, viz., Xootech Limited, would be granted the lease for the accommodation for an initial period of two years, at a fee of £8,500 per annum, with an option to extent that agreement to a maximum of five years, subject to the approval of the Strategic Policy and Resources Committee.

            The Committee agreed that the office accommodation be leased under the terms outlined, subject to the approval of the Strategic Policy and Resources Committee, in accordance with Standing Orders 46 and 60. 

            The Director reminded the Committee that the Council was represented on the Belfast Hills Partnership and he reported that recent meetings of the Partnership had discussed the feasibility of undertaking a number of “controlled burns” within the Cavehill Country Park.  He explained that significant grassland areas of the Country Park had developed a build-up of underlying organic matter which posed a fire threat and, if combusted, would damage surrounding heather and heath land.  Such wild fires, he added, had proved to be difficult to extinguish and, accordingly, the Partnership had proposed the carrying out of a number of controlled burns which would to help reduce the potential for wild fires and longer-term damage to the environment.  He indicated that all of the controlled burns would be risk assessed and supervised by the Northern Ireland Fire and Rescue Service, which would provide staff and appliances for that purpose.  The Director explained that the controlled burns would be carried out during December and January and he provided an overview of the health and safety measures which would be used for their management.

            After discussion, the Committee approved the undertaking of the controlled burns as outlined and agreed that a press release be issued to coincide with the exercise to inform the public of the reasons for the controlled burns.  

            The Committee considered the undernoted report:

“1     Relevant Background Information

         The purpose of this report is to seek Committee approval to an interim proposal to open the multi user games area at Woodvale Park in the evenings and levy a charge in respect of bookings for the facility.

     The Committee will be aware that as part of the refurbishment of Woodvale Park a Multi User Games Area was constructed on the site.  This facility contains a polymeric surface and is approximately 64m x 31m, plus a 2m run off area.  The pitch which is floodlit is not full size but can be used for training purposes and use for 5 and 7 a side football. 

         Members will be aware that parks opening and closing times are governed by seasonal variations and that during the autumn and winter closing times are much earlier, indeed closing at around 4:30 – 5-00 pm during the winter months.  Therefore any use of the facility after that time incurs additional staff costs through overtime, which as members will be aware we are seeking to minimise. 

         Members may be aware that typically multi user games areas tend to casually used and not bookable.  They are intended to be used by local people much the same as a playground, i.e. casual drop in use.  This was the intention of the MUGA at Woodvale.  Floodlighting was installed primarily to enable it to be used as part of diversionary programmes within the area. 

         However, it has come to our notice that some local football clubs are using the facility for training purposes.  Clubs are using the facility as a replacement for pay for use facilities such as Clarendon Playing Fields. 

         Members will be aware that there is a review of pricing for pitches, in particular Third Generation pitches.  A number of local clubs have expressed concern at the cost.  This review is still in progress. 

         It is important that the Council is seen to be consistent in its approach to the use of its facilities for training purposes.  It is therefore proposed that the MUGA at Woodvale be closed at the normal closing times over the autumn / winder period.  However, it is suggested that clubs can book the facility through the Booking Office at the Ozone.  Parks staff can therefore arrange for the park to be opened and floodlighting switched on at the appropriate time. 

         It is proposed that this is an interim measure to run until the 31 March 2014 and will be reviewed in the interim period. 

2       Key Issues

         The Committee is asked to consider the following:

1.    The Multi User Games Area at Woodvale is currently being used in the evening times for training by local football clubs;

2.    With the onset of Autumn / Winter this incurs additional costs on Council;

3.    Normally these facilities are casually used, however in the case of Woodvale there are occasions when it is being used for training by local clubs;

4.    Clubs in other areas are  ...  view the full minutes text for item 12.

            The Committee considered the undernoted report:

“1     Relevant Background Information

         Members will be aware that we are currently leading on the development of the Active Belfast approach, as part the Belfast Strategic Partnerships (BSP) work to address inequalities within the city.

         The Active Belfast approach is 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.

         Through work undertaken corporately as part of a Business in the Community initiative, an opportunity to further develop and strengthen our partnership work with the Belfast Metropolitan College (BMC) has been identified.

         This report highlights a number of key issues for Members' consideration in the development of this partnership

2       Key Issues

         BMC students and campuses

         BMC currently operate three campuses within Council boundaries at Titanic Quarter, Millfield and Springvale, with a fourth campus at Montgomery Road due to transfer as part of the Local Government Reform. In total BMC employ 860 staff and annually support 9,000 students on both part-time and full-time education courses.

         In June 2013, the BMC Executive Board adopted a new Health and Wellbeing Strategy for staff and students which put a more active workforce and student population at its core. Following the launch of this strategy BMC have approached council on how the current council provision for leisure may be modified to deliver on the aims of the strategy and support greater collaborative working in the future.

         Strategic opportunities

         The relocation of the University of Ulster to the York Street campus resulting in an additional 21,500 staff and students visiting the city provides a strategic opportunity to review what and how we offer services to both students and workplaces. The current proposal to pilot a programme within BMC provides an opportunity to ‘test’ this market.

         Engagement on future student provision

         The partnership with BMC presents a significant opportunity to engage a large section of student population on the types of services they would expect to receive from council leisure provision, which will guide the development of new / refreshed products including membership costs, centre run and outreach based programming.

         Range of support to student and staff

         It is envisaged that a range of programmes are initially offered to students and staff at the BMC campus in Titanic Quarter, given the facilities available within this site, including a sports hall and fitness suite. Due to limitations around suitably qualified staff, the fitness suite within BMC Titanic Quarter is currently unavailable for staff or student use.

         Activities offered would include:

·        Linking occupational health services within BMC to our physical activity referral programme;

·        Delivering a series of health awareness and screening sessions;

·        Promoting our current leisure membership offering to students and staff, including adding BMC to our list of corporate members;

·        Providing a range of physical activity related classes; and

·        Utilising the fitness suite within BMC Titanic Quarter to initially offer supervised lunch time sessions for staff.

3       Resource  ...  view the full minutes text for item 13.

            The Director reported that correspondence had been received on behalf of the Boston Marathon Challenge Team, which trained within the Falls Park, requesting the free use of the Falls Park and its bowling pavilion to enable it to fundraise for a campaign to rebuild the premises of the Northern Ireland Hospice building on the Somerton Road.  The Director reported that the Team sought also permission to promote its campaign in and around the park and he pointed out that no users of the facility would be displaced should the Committee accede to the request.

            The Committee acceded to the request, subject to all operational, legal and statutory requirements, as stipulated by the Council, being met by the Boston Marathon Challenge Team.

            The Chairman (Councillor McKee) declared an interest in this matter.)

            The Committee was informed that the Department had received a request from the Chairman that consideration be given to the carrying out of a feasibility study to assess the viability of the development of a hotel within the site of the ‘old’ zoo, which might involve the refurbishment of the Floral Hall as part of any proposal.  The Assistant Director outlined the principal aspects of the proposal and the potential benefits which such a development might bring to the North Belfast area.  She indicated that a feasibility study would be required to assess the potential for such a development.

            The Committee noted the information which had been provided and agreed that the matter be referred to the North Belfast Area-Based Working Group for consideration prior to it being referred to the Strategic Policy and Resources Committee.

            The Committee was informed that, as part of the Department’s essential maintenance and upgrade programme, the Council’s PropertyMaintenance Service had indicated that it would be necessary to undertake work to replace the floor coverings within the male and female wet changing and shower areas at the Whiterock Leisure Centre.  The Director reported that work in this regard would commence during the week beginning 6th January, 2014, with an anticipated completion date of 24th February, 2014.  He indicated that, whilst the work was ongoing, it would be necessary to close the pool at the centre and he outlined the alternative Council facilities which might be used by patrons.  Accordingly, he sought the Committee’s authority to close, during the period outlined, the pool at Whiterock Leisure Centre to enable the upgrade work to be carried out.

            The Committee granted the authority sought.

            The Director reported that the Northern Ireland Schools’ Football Association had submitted a request to the Council to host the quarter-finals of the Northern Ireland Schools’ Cup at the City of Belfast Playing Fields at Mallusk.  He indicated that the event would attract approximately 600 participants, aged between 12 and 18 years, representing 25 schools from across Northern Ireland. The Association had indicated that the event would take place on Wednesday, 12th February, 2014.

            He pointed out that this was the fourth occasion on which the quarter-finals would be held at the location and it was suggested that the hosting of the event had enhanced cross-community participation and engagement in sport. The potential revenue income to the Council for the use of the pitches would be approximately £528 and the additional staffing costs of facilitating the event had been estimated at £340. However, the organisers had submitted an application for the free use of the pitches and ancillary facilities.

            The Director stated that, since the event would take place on a Wednesday, there would be no displacement of regular users.  Accordingly, he recommended that the Committee agree to the holding of the quarter-finals of the Schools’ Cup and approve the free use of the facilities at the City of Belfast Playing Fields by the Northern Ireland Schools’ Football Association, subject to the completion of an appropriate event management plan which would be to the satisfaction of the Council.

            The Committee adopted the recommendation.

The Committee was advised that the annual Aisling Awards would take place in the Europa Hotel on Thursday, 21st November.  The Director reported that the project associated with the redevelopment of the Mary Peters Track had been short-listed for the sports category and that the Council had been issued with two complimentary tickets for the event

The Committee agreed that the Chairman and the Director, or their nominees, be nominated to represent the Committee at the event.

            Members referred to a recent incident during which a number of Macaque Monkeys had escaped from the Belfast Zoo and congratulated the zoo staff for the manner in which they had dealt with the situation.

            The Director undertook to submit a report in the matter to the Committee’s meeting in December.