Agenda and minutes

            In the absence of the Chairman and the Deputy Chairman, the Committee agreed that Councillor Jones take the Chair.

(Councillor Jones in the Chair.)

Apologies for inability to attend were reported from the Chairman (Alderman Robinson), the Deputy Chairman (Councillor Maskey) and Councillor Hendron.

No declarations of interest were reported.

The Committee considered the undernoted report:

“1.0      Relevant Background Information 

            Role of the Area Working Groups

1.1        Members are aware that the Area Working Groups (AWGs) were established last year as a means of connecting Members to local areas in preparation for their role in community planning under the Reform of Local Government. In governance terms, the AWGs were established to have an advisory role, informing the implementation of the Investment Programme.  It was agreed that the AWGs would have no delegated authority and no budget.

1.2        Since this time, the AWGs have played an integral role in recommending investment decisions for their areas in terms of the Local Investment Fund, the Feasibility Fund and Local Interventions Funds to the SP&R Committee. It was also previously agreed at SP&R last November that the AWGs would play a central part in the decisions related to the Belfast Investment Fund (BIF) given their knowledge of local areas and projects. Members are asked to note Property & Projects is happy to facilitate site visits for Members/Party Groups to any of the Council physical projects (including those funded under the Capital Programme and LIF) as they may help inform future investment decisions under BIF.  

1.3        Members will be aware that BIF (previously the City Investment Fund) was established in 2007 to enable the Council to take a lead role and work in partnership to deliver key investment projects in the city. At its meeting in March 2012, SP&R Committee reviewed and confirmed the objectives for BIF.  Given both the changed needs of the city as well as the broader economic context, it was agreed that BIF support should be extended to include programmes of capital investment (or clusters) as well as single iconic projects, which demonstrated a cumulative transformational or iconic impact. It was further noted at this meeting by the SP&R Committee that in order to ensure a balanced investment across the city, and given the scale of investments, that the time horizon for BIF would be over three terms of Council, from 2007 when BIF was initiated through to 2019/20.  This balance will need to be considered in the context of investments which have already been made and the money available for allocation which is currently anticipated as £20m by 2015.

1.4        One of the key objectives of BIF is to lever investment from the private and public sectors and   Members further agreed in November 2012 that projects must secure at least 50% match funding from other sources. It was also agreed that there should be no ongoing revenue implications.

1.5        Members, at this meeting, agreed an approval process for BIF projects which is attached for Members attention at Appendix 2.  It is important to note that BIF is a citywide fund and that individual allocations of money are not being made against particular areas. AWGs do not have any delegated authority and can only make recommendations to the SP&R Committee. The final decision  ...  view the full minutes text for item 4.

The Committee considered the undernoted report:

“1.0      Purpose of report

1.1        The Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report provides an update on –

·      Capital programme - Recent highlights since June 2013

·      proposed recommendations for movement between the Capital Programme stages

·      proposed new Stage 1 - Emerging Projects

·      projects requiring additional resources

2.0        Relevant Background Information

            Capital Programme – Highlights since June 2013

2.1        There has been significant movement on the Capital Programme since the last update report to Committee in June. Many projects have progressed both on the ground and also in the necessary preparatory work required to deliver them. A number of projects have been completed including the –

-     the £3million new Mary Peter’s Track has been officially opened

-     the £4m upgrades of Dunville and Woodvale Parks which were part-funded by DSD;

-     a new £470,000 3G pitch at the Hammer Complex which was part funded by SportNI;

-     the £200,000 John Luke Bridge in Clement Wilson Park which opened earlier this month

2.2        Work is also well underway on –

-     Phase 1 of the Connswater Community Greenway project

-     the relocation of the Belfast Welcome Centre which is due to open in November

-     the three strands of the Super-Connected Belfast project (voucher scheme, wireless and Wi-Fi).  A two-month pilot of the voucher scheme is now underway which will help provide grants to SMEs and third-sector enterprises to enable them to access superfast connections. The full voucher scheme is expected to launch in November

            Preparatory work is also well advanced for a wide range of projects including new pitches and changing facilities under Phase 1 of the Pitches Strategy, the new pavilion at Suffolk and the new pitch at Marrowbone. Corporate Communications are working closely with the Property & Projects Department and client departments to ensure that the media opportunities around each of these projects is maximised. 

2.3        Pictures of the above projects are attached at Appendix A so Members can see both the completed projects and the work which is underway. The Property & Projects Department is also happy to arrange site visits for Members/Party Groups to be undertaken to any of the projects including capital programme projects or any of the LIF projects which the Council has contributed to.

            Girdwood Hub – Update

2.4        Members are aware that the Council has applied for Peace III funding for the development of a Community Hub at Girdwood. Members are asked to note that notification has been received from SEUPB that Peace III funding for the delivery of the Girdwood Hub has been approved and that a letter of offer will follow. This is a significant investment in North Belfast. Work is continuing on the Hub project including working closely with the Hub Forum.  It is anticipated that work will start on the ground in January 2014.

            Rolling Capital Programme 2013/14 onwards

2.5        Members have agreed that all capital projects must go through a  ...  view the full minutes text for item 4a

The Democratic Services Manager reported that the undernoted requests for the use of the City Hall and the Provision of Hospitality had been received:

            The Democratic Services Manager reported that, subsequent to the report having been issued, the following additional request had been received:

            He pointed out that the application had been received outside the recommended three month lead-in period, however, the revised criteria, which had been agreed in August, 2009, had been applied to the request and it was recommended that the use of the City Hall be granted.

            The Committee adopted the recommendation.

            The Members were advised that the former Policy and Resources Committee, at its meeting on 24th January, 1997, had agreed that a memorial be erected within the City Hall grounds to commemorate the late J. J. Magennis being awarded the Victoria Cross for his outstanding bravery in World War II.  Subsequently, at its meeting on 24th August, 1999, the Committee had agreed to the holding of a civic luncheon to mark the unveiling of the memorial.  Further to that, the Committee, in 2005, had granted the use of the City Hall and the provision of a civic dinner for the Northern Ireland Submariners Association to mark the achievements of J. J. Magennis, V.C., in what was the year of the centenary of the City Hall.  In June, 2006, the Committee had granted the use of the City Hall grounds for a service of remembrance to be held later that year in memory of J. J. Magennis, V.C.  In addition, the Committee will recall also that a portrait of Seaman Magennis was located in the Rotunda area of the City Hall building.

            The Democratic Services Manager reported that a letter had been received from the Northern Ireland Submariners Association requesting the Council to consider hosting a civic dinner in 2015 to celebrate the 70th anniversary of the award of the Victoria Cross to Seaman Magennis.  The Association had also requested permission to lay a wreath at the Cenotaph on the morning after the civic dinner.  The Association estimated that numbers for the dinner would be approximately 200 Submariners and guests.  That number, taken together with invitations to Council Members and their guests and others on the civic guest list would not be able to be accommodated in the Great Hall which had a capacity of 400 seated guests and, therefore, if the Committee were minded to approve the request, further discussion would be required with the Association.  The cost of the civic dinner for 400 guests would be estimated at between £15,000 and £17,000.

            He pointed out that the request would appear to fall outside the criteria for the use of the City Hall as it sought to celebrate an anniversary which was not a major anniversary, that is, 21st, 25th, 50th, 75th or 100th.  However, given the Council’s involvement with the commemoration of Seaman J. J. Magennis in the past, the Committee was asked to give consideration to the request.

            The Committee agreed to accede to the request from the Northern Ireland Submariners Association to host a civic dinner as outlined and to permit the Association to lay a wreath at the Cenotaph on the morning following the event.

(Councillor McCarthy to raise)

            In accordance with Notice on the Agenda, Councillor McCarthy raised the issue of the taxation of allowances. 

            During discussion on the matter, a number of Members were of the opinion that a briefing note should be issued to all Elected Members on the issues of the taxation of allowances, carers’ allowances and the application of such to Elected Members who might require carers’ assistance to undertake approved duties.

            After discussion, the Committee noted that a briefing note in this regard would be circulated to the Members of the Council.

            The Committee was reminded that the Cities of the Isles Partnership was a network of six City Councils in the United Kingdom and Ireland, namely, Belfast, Cardiff, Dublin, Edinburgh, Glasgow and Liverpool.  Since 2000 those cities had come together annually to share urban regeneration experiences, develop joint projects and establish a co-ordinated approach to issues of strategic importance.  Each of the member cities took it in turn to host the annual event in their city.  This year the annual meeting would take place in Dublin on 23rd and 24th October, 2013 and the theme for the event was “Shared Histories: Smart Futures”.

            The Committee was advised that, in advance of the Partnership meeting in Dublin, the Lord Mayor of Belfast had been invited by the city of Dublin to formally launch, with the Lord Mayor of Dublin, two public exhibitions.  One of the exhibitions had been developed by the Council’s Good Relations Unit and was entitled “Shared History: Different Allegiances”.  The other exhibition had been developed by Dublin City libraries and was entitled “Shared Heritage” and focused on shared cultural and literary linkages.  The Belfast exhibition would be on display in Dublin’s Civic Offices from 22nd October till 14th November.

            The Committee approved the participation by the Lord Mayor at the event and approved the cost associated with his attendance.

The Committee was reminded that, at a special meeting of the Council on 16th September, 2013, it had been agreed to elect Mr. George Ivan ‘Van’ Morrison as a Freeman of the City of Belfast.

            The Democratic Services Manager submitted, for the information of the Members, a report outlining proposals to celebrate the conferment of the Freedom of the City on Van Morrison.  He reported that Mr. Morrison’s representatives had indicated that, in accepting the Freedom of the City, his preference would be for a public concert, preceded by a short, informal presentation.  Those factors had informed discussions around the arrangements for the event and, mindful of the views which had been expressed by his representatives, the following had been proposed:

·         The celebratory concert would take place on Friday, 15th November, 2013.  Van Morrison had expressed a desire for the event to be held in the Ulster Hall, bearing in mind its role as an iconic venue throughout his musical career.  A short, informal presentation to Van Morrison would take place on the stage immediately prior to the concert.  An informal reception at the City Hall would follow the concert;

·         With Belfast Music Week’s continued success, hosting the Van Morrison concert during this year’s festival seemed to be appropriate.  As it would be a celebration of his contribution to music and his excellent representation of the City, the event would be free of cost to the general public.  Tickets would be available at an appropriate time and would be restricted initially to applicants with a postcode inside the Belfast City Council boundary.  Invitations to attend the concert would be extended to individual Members of the Council and a guest; and

·         Van Morrison’s management team had indicated that he would perform at the concert free of charge or without payment.  The expectation was that the concert would be delivered to his usual high standard with full band and technical setup.  There would be a cost implication for the accompanying musicians and necessary technical requirements. 

            The Democratic Services Manager reported that the estimated cost to deliver the event would be in the region of £56,000 till £58,000.

            The Committee approved the proposal to celebrate the conferment of the Freedom of the City on Van Morrison as set out.

            The Committee approved and adopted the minutes of the meeting of the Audit Panel of 11th September.

            The Committee noted the minutes of the meeting of the Budget and Transformation Panel of 12th September.

The Committee considered a report which provided an update on the development of the 2014/15 Efficiency Programme and the key strands of work and projects which were being undertaken to realise the £20 million efficiency target by 2015/16.  The Director of Finance and Resources reported that, to date, the Efficiency Programme had delivered savings of £16 million across the Council since 2006.  The Committee, at its meeting on 15th April, 2011, had agreed an indicative efficiency target of £2 million per year for three years up to and including 2015/16 to ensure that a total of £20 million of efficiencies were realised by that date.

            At its meeting on 23rd August, the Committee was advised that the level of uncontrolled cost increases faced by the Council in 2014/15 was around £3.6 million and, therefore, while the target efficiency savings remained a key component in determining the district rate increase, the ability of the Council to maintain its investment plan commitment of setting a district rate at or below the rate of inflation would be affected by other matters, not least the stability of the rate base.

            The Director of Finance and Resources outlined the financial pressures which would contribute to making a realisation of cash savings from the Efficiency Programme more difficult in 2014/15 and future years and indicated that the aforementioned pressures meant that the bulk of the efficiency savings would have to come from the wider business transformation/value-for-money projects which were complex and might require collaboration with other local authorities and public bodies and would have longer lead-in times.  He highlighted the key strands of work and projects through which the efficiencies would be made, which would include a security review, energy and utilities, advertising on assets, overtime and agency working, a corporate approach to budgetary challenge and the development of a rolling programme of transformation/value-for-money projects.

            The Director of Finance and Resources reported that, in order to support the development of the future programme and to verify support in the delivery of complex transformation projects, it was proposed that the Council join the Improvement and Efficiencies South East organisation (iESE), which was a social enterprise owned by local authorities in the South East of England.  It was a “not for profit” organisastion and had been established by those councils to provide services and support to public sector bodies across the United Kingdom using local government expertise, especially in the area of efficiency and transformation.  If the Committee was minded to join iESE, it would involve the Council becoming a £1 shareholder in the company limited by guarantee with an Elected Member, proposed to be the Chairman of the Strategic Policy and Resources Committee, becoming a director of the iESE. 

            After discussion, the Committee:

·         noted the information which had been provided and the work which had been undertaken to achieve the £2 million efficiency target for 2014/15 and that further updates on the efficiency programme would be provided as part of the rate setting  ...  view the full minutes text for item 15.

The Director of Finance and Resources submitted, for the information of the Members, a financial report on the Land and Property Services agency for the year ended 31st March, 2013.

            He explained that the provision of such information enabled the Council to review the trends and key issues which affected the Actual Penny Product (APP) during 2012/13 and to assess the likely impact on future rate income for the City.  That information and analysis formed a key element of scenario planning as part of the 2014/15 rate setting process.

            The Director outlined the rate base generating income for Belfast for 2012/13 and provided details of the adjustments made for losses on collection, bad debt write-off and allowances for non-domestic vacant rating and the cost of administrating the collection.  He indicated that the first cut Estimated Penny Product (EPP) for 2014/15 would be provided by Land and Property Services in November, 2013 and that that information would form part of the reports considered by the Members leading up to the decision of the Council on the level of the District Rate in February, 2014.

            After discussion, the Committee:

(1)     noted the information which had been provided and the 2012/13 outturn Actual Penny Product (APP) and the implications for 2014/15 and the likely impact on the 2014/15 Estimated Penny Product (EPP);

(2)     noted the work being undertaken with Land and Property Services and the Institute of Rating Revenues and Valuation (IRRV) on the 2014/15 EPP and that further reports would be submitted as part of the rate setting process;

(3)     noted the local government reform work which had been undertaken with the IRRV to validate the rate base and enhance the collectable rate from the new rate base from April, 2015; and

(4)     agreed that a letter be forwarded to the Minister for Finance indicating that the Committee would be seeking a meeting to discuss the performance of the Land and Property Services Agency in relation to debt collection.

The Committee approved the undernoted protocol for communication to Members when suspected fraud arose:

            “Individual cases

            In the case of a suspected fraud which involves:

·         Council money or assets; and/or

·         Potential reputational risk to the Council:

            the Director of Finance and Resources shall, unless he / she receives clear direction from the police that disclosure may compromise their investigations, inform the following of the outline details of the case:

·         party group leaders (through the Budget and Transformation Panel)

·         the Chair of the Strategic Policy and Resources Committee

·         the Chair of the Audit Panel

·         the Northern Ireland Audit Office

            This will include a ‘line to take’ brief, prepared in consultation with the Head of Corporate Communications.

            Overall reporting

            Each quarter the number of ongoing fraud and whistleblowing cases under investigation will be reported to the Audit Panel in the Audit, Governance and Risk Services Progress Report.”

The Committee considered the undernoted report:

            “1.0   Purpose

1.1     The purpose of this report is to propose a new procurement strategy for gas and electricity to deliver value for money, efficiency savings and support a cost avoidance strategy (minimise future increases in energy costs) on the understanding of accepting a risk-based approach to energy procurement. This proposal is specific to gas and electricity procurement only and does not include oil.

            2.0     Background

2.1     The SP&R reports of June and April 2012 identified delivering further energy savings across the Council as a key priority for the 2014-15 and 2015-16 efficiency programmes. In the financial year 2012-13 the Council spent £3.54m on electricity and gas: £1.96m and £1.58m respectively. Our spend on energy has increased by £600k between 2010/11 and 2012/13 which represents a 21% increase. In terms of the domestic energy market this market is unstable and future costs are likely to fluctuate. For information, our top 15 sites for both electricity and gas consumption are listed in Appendix 1.

2.2     The Council’s energy consumption will be affected by any future acquisition and disposal of assets. A reduction in energy consumption can only be achieved through energy efficiency projects and better in-house management of energy consumption, for example the current roof survey of Council buildings to examine their suitability for solar power. This report focuses on managing the price we pay for energy regardless of any changes to our asset portfolio and energy efficiency.

            3.0     Outline of approach

3.1     Currently the Council procures energy via a fixed price tender through participation in a Northern Ireland Local Authority regional energy framework. Using this approach the tender prices are wholly dependent on the relatively small supplier margin (around 5%).

3.2     Many large organisations are now using energy management companies to manage their energy costs,specifically their wholesale energy costs. Typically this involves agreeing and setting an energy budget for a 1-5 year period which is managed in a flexible way by the company. This means the company would use hedging techniques (i.e. trades to protect against adverse price movements) to ensure that the price we pay is below the market price. By way of example, Ireland’s National Procurement Service uses this approach for 98% of the public estate and saved €21m in 2011-12 (13% of their annual energy cost).

3.3     The potential for savings using this procurement approach, i.e. by influencing the market price, is much higher than our current procurement approach where any savings would be only on the supplier profit margin.

3.4     The price we pay might fluctuate but should not exceed the expenditure level set by us as part of our budget estimating process.  The estimates for 2013/14 have been set and agreed at £3.6m and excluding inflationary increases this price will not be exceeded under this proposed arrangement for 2014/15.  The level we set will be monitored and reported by the company appointed on a daily basis as part of the contract. We can also choose to fix  ...  view the full minutes text for item 18.

The Committee was reminded that the governance arrangements for the ILLUMINATE Project, which it had approved in February, 2013, had limited access to the new ILLUMINATE LED lighting facilities to:

(a)    charities nominated by our Civic Office Bearers;

(b)    events organised or supported by the Council; and

(c)    an agreed schedule of additional days.

            Any request which did not fall into those categories required the approval of the Committee.

            The Director of Property and Projects reported that a request had been received recently from the Royal British Legion for the use of the new LED lighting system at the City Hall on 24th October, 2013 to coincide with the launch of the 2013 Poppy Appeal which was being held in the City Hall on that date.

            In addition, a request had been received from the Cathedral Quarter Trust to celebrate the Cultural Night, Belfast Book Launch, to light up the City Hall later that evening (20th September) in yellow to celebrate the Belfast Book Week. 

            The Committee approved the use of the LED lighting system at the City Hall for the purposes of launching the 2013 Poppy Appeal and for Belfast Book Week.

The Committee considered the undernoted report:

            “1      Relevant Background Information

1.1 Members are reminded that the management arrangements and associated budget for the installation of Christmas festive lighting, signs and the interior Christmas trees (marble & Great Hall) at the City Hall were recently transferred from the Development Department to the Property & Projects Department, and are now therefore the responsibility of this Committee.

1.2 A number of potential changes to long-standing decorative Christmas arrangements are now being proposed by the Facilities Management Section which are intended to improve the appearance of the building, secure cost savings and improve the building’s CO₂ emissions profile. The various proposed changes are set out below, and Members are asked to note and to consider the proposed changes.

            2       Key Issues

2.1 The Parks & Leisure Department have advised that they are having increasing difficulty in sourcing, transporting and installing appropriate natural pine trees for both the marble and the Great Hall and would prefer to discontinue the use of natural pine trees for both the marble and the Great Hall and to replace these with high-quality artificial trees in a traditional style (this proposal does not currently affect the exterior tree).

2.2 Besides the practical difficulties associated with natural pine trees there is also a cost issue in that the two real trees cost around £8500 per year including daily watering to prevent needle drop etc.  In comparison the cost of two artificial trees is approximately £18,000 with a typical 7/10 year life span resulting in a payback period of around 2 ½ years. 

2.3 Other changes include replacement of the curtain lighting on the City Hall facades with new, energy-efficient LED curtain lighting, and to position these across the windows rather than the columns in order to enhance the visual effect (see example at Appendix 1a). 

2.4 Replacement, on a rolling basis, the existing pea lights in the trees around the City Hall with a significantly larger LED-type fitting (see example at Appendix 1b) which would both assist in managing the costs associated with the annual use and maintenance of the fittings and also help reduce further the CO₂ emissions of the building.

2.5 There are no other suggested changes and all the other normal signage lighting would remain as previously agreed by Committee.

            3       Resource Implications

3.1 The annual budget for the provision and erecting of the Christmas lights, signage and the main tree is already in place and has been transferred to the Property & Projects Department. For this financial year the Property Maintenance Unit have also included an additional £30,000 in the planned maintenance budget for the replacement of the pea lights on the perimeter trees.

3.2 It is proposed that this overall budget is used to replace the front façade lighting completely, to repair some existing pea lights and, subject to resources, to replace at least some of the pea lights with the new LED globe type lighting during 2013/14, with the remainder carried out in subsequent years.

3.3 The  ...  view the full minutes text for item 20.

The Committee was reminded that, as part of the City Investment Strategy, it had agreed to co-ordinate the acquisition of land to enable the Connswater Community Greenway Programme to proceed.  The Director of Property and Projects reminded the Committee further that, at its meeting on 18th June, 2010, it had agreed to acquire an area of land at Laburnum Playing Fields off the Knock Dual Carriageway at a cost of £21,500 plus professional and legal fees from the CBM Developments Board and to take out a licence from that company for a temporary path and associated temporary embankment to support the path.

            The Director reported that, following prolonged detailed negotiations with the company, it had become apparent that they would require the aforementioned path to be fenced on either side, the result of which would have created a tunnel effect for a long stretch of the Greenway.  After further negotiations Council officers had agreed, subject to the approval of the Committee, to acquire an additional area of land either side of the path which would provide scope for landscaping along the north and eastern boundaries of the Laburnum Playing Fields and greatly enhance the Greenway at that location.  The required expenditure for the additional land would be £48,500 plus associated reasonable professional and legal fees.

            The Committee granted approval for the purchase of the additional lands as outlined.

The Committee was advised that the Parks and Leisure Committee, at its meeting on 12th September, 2013, had approved the grant of a five year lease to arc21 in respect of second floor accommodation at the Belfast Castle for the sum of £17,000 per annum, subject to review after five years if the lease continued beyond the initial five years and subject to the approval of the Strategic Policy and Resource Committee in accordance with Standing Orders.

            The Committee granted the approval sought.

            (Mr. D. Robinson, Senior Good Relations Officer, attended in connection with these items.)

The Committee approved and adopted the Minutes of the meeting of the Good Relations Partnership of 9th September.

The Committee adopted the minutes of the meeting of the Joint Group of the Party Leaders’ Forum and Historic Centenaries Working Group of 6th September.

The Committee considered the undernoted report:

“1      Relevant Background Information

1.1 Background

Belfast Fairtrade Steering Group is a voluntary committee which was established in 2001 with the intention to promote the purchase of Fairtrade products in the city. Fairtrade is a strategy for poverty alleviation and the promotion of sustainable development. The Fairtrade Mark is not a brand or charity but a registered certification for products grown by producers in developing countries under certain ethical and sustainable development conditions.

The Fairtrade committee in Belfast is hosted by the City Council and includes members of local and foreign government, non-governmental organisations (NGOs), charities, black and minority ethnic (BME) community, supermarkets, educational institutions, business and private individuals.

1.2     Proposal

Belfast Fairtrade Committee have requested that Belfast Fairtrade city status be promoted by the erection of appropriate permanent road signage in the Belfast City Council area. The Fairtrade committee have proposed that the signage be erected next to the existing Welcome to Belfast signs on the motorways and arterial routes.

            2       Key Issues

2.1 Fairtrade City Status

Fairtrade City status is conferred by the Fairtrade Foundation on a biennial basis. It is awarded after the completion of a comprehensive audit of Fairtrade outlets in the city, and after undertaking considerable marketing and promotional activities by the voluntary committee. Belfast city was granted this city status in 2005 and each year since .The Fairtrade certificates awarded are displayed in the Lord Mayors office.

2.2     Marketing and promotion of Fairtrade

The marketing and promotion of Fairtrade activity in the city is key to retaining Fairtrade City status, to this end the Fairtrade Foundation recommend the display of one of the approved formats or logo’s for each Fairtrade Town, City or Borough that has achieved this accolade.

This is standard practice across the UK and Ireland and has been adopted in Northern Ireland by both Antrim Council (Fairtrade Borough) and North Down Council for Bangor (Fairtrade Town). Please see attached pictures in Appendix 1  showing the Bangor and Antrim signs, which have been erected at different sites, in calming areas and on main arterial routes, respectively.

2.3     The Belfast Fairtrade Committee has written to Belfast City Council requesting that BCC follow the example of other Councils and erect similar Fairtrade signage. The committee has also written to DRD, DOE and DFP Ministers seeking their endorsement on this issue. The DOE Minister has endorsed this proposal(letter attached Appendix 2) .DRD Roads Service who are responsible for the oversight of road signage have advised this is a Council decision as the signage is to be mounted on existing Council property. They did request to be consulted on the final format of the signage.

            3       Resource Implications

3.1     Asset and Other Implications

Fairtrade City signage erected in a prominent place recognises the City’s endeavours in promoting the global campaign of increasing Fairtrade products. This is essentially a charitable campaign supported by the City council who host the Fairtrade committee and Fairtrade Belfast website. However Members need to be  ...  view the full minutes text for item 25.

It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Finance and Resources had authorised the appointment of members of staff who were related to existing officers of the Council.

            The Committee noted the appointments.

(to consider further the minute ot the meeting of 23^rd August, which was referred back to the Committee by the Council.)

            (With the exception of the Director of Finance and Resources and the Senior Democratic Services Officer, all other members of staff left the meeting whilst this item was under consideration.)

            The Committee was advised that the Council, at its meeting on 2nd September, had referred back to the Committee the minute of the meeting of 21st August under the heading “Retirement of Town Solicitor and Assistant Chief Executive” 

            A copy of the minute in this regard is set out hereunder:

           The Committee was reminded that, at its meeting on 21st June, it had been advised of the intention of the Town Solicitor and Assistant Chief Executive to retire from the Council’s service before the end of this calendar year.  The Town Solicitor and Assistant Chief Executive had now confirmed that he would retire with effect from 31st October 2013.  At that meeting, authority had also been delegated to the Chief Executive to examine temporary measures to cover the role of Town Solicitor and Assistant Chief Executive which essentially had two main functions – the provision of the legal function for Belfast City Council and some external bodies (that is, the Town Solicitor element of the role) and the day to day management of the Chief Executive’s Department (that is, the Assistant Chief Executive element).  Accordingly, the Director of Finance and Resources submitted a report in this regard.

            The report indicated that the Director of Health and Environmental Services would assume responsibility for the function of the Good Relations Unit and the Legal Services Manager would undertake additional duties associated with the role of Town Solicitor.  With regard to the duties of the Assistant Chief Executive, it was proposed that an appropriate officer from the Chief Executive’s Department be designated from the relevant tier of management to act as Assistant Chief Executive.  That would be by means of expressions of interest and, if necessary, through a merit based selection process.  In addition, whilst not related to the Assistant Chief Executive’s retirement, a small proportion of the savings effected would used to make appropriate honorarium payments to lead officers of functions within the Chief Executive’s Department who were required to undertake enhanced roles/additional higher level duties.  Accordingly, the Director recommended that the Committee agree to the interim measures as outlined.

            After a lengthy discussion, it was

            Moved by Councillor Hargey,

            Seconded by Councillor Jones,

      That the Committee agrees to approve the proposed interim arrangements to cover the role of the Town Solicitor and Assistant Chief Executive.

Amendment

            Moved by Alderman Browne,

            Seconded by Councillor McCarthy,

      That the Committee agrees that the matter of honorarium payments to appropriate members of staff as outlined be dealt with under the delegated authority of the Chief Executive and the Committee considers only that portion of the report related to the day to day management of the Chief Executive’s Department, that is, the Assistant Chief Executive element.

            On a vote by show hands three Members voted for the amendment and thirteen against and it was declared  ...  view the full minutes text for item 28.

(With the exception of the Head of Human Resources and the Senior Democratic Services Officer, all other members of staff left the meeting whilst this item was under consideration.)

            The Head of Human Resources reminded the Committee that, at its meeting on 6th September, it had been advised that the Local Government Staff Commission had issued consultation on the Procedures for the Recruitment and Selection of Chief Executives in the eleven New Councils and had agreed that a draft response would be submitted to the Committee for approval at this meeting.  At that meeting, Members had also requested options to be set out regarding the specific issues relating to the employment of the Chief Executive for Belfast City Council.  Accordingly, the Head of Human Resources submitted, for the information of the Committee, a report in this regard.

            The Head of Human Resources proceeded to outline the three options for the filling of the new Chief Executive post in Belfast City Council and highlighted the respective pros and cons and issues in relation to each of the options.  In addition, she submitted for the Committee’s consideration the consultation questionnaire and a proposed draft response. 

            After discussion, the Committee noted the options and respective issues in terms of filling the new Chief Executive post in Belfast City Council and approved the draft response to the consultation document on the Procedures for the Recruitment and Selection of Chief Executives in the eleven new councils for submission to the Local Government Staff Commission by the deadline of 27th September, 2013.