Agenda and minutes

An apology for inability to attend was reported from the High Sheriff (Alderman Haire).

            The minutes of the meeting of 24th November 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 December.

            Councillor Reynolds declared an interest in respect of item 6c Asset Management, insofar as it referred to the development of land opposite his house and he left the meeting whilst this item was under consideration.

            The Committee agreed to receive a presentation from representatives of the Ulster Council of the GAA in January, 2018 in relation to the Casement Park Development.

The information contained in the following three reports is restricted in accordance with Part 1 of Schedule 6 of the Local Government Act (Northern Ireland) 2014.

      Resolved – that the Committee agrees to exclude the members of the Press and public from the Committee meeting during discussions of these items as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (NI) 2014.

            The Committee considered a report which provided an update on the development of the revenue estimates for 2018/19 and the key issues which Members needed to consider as part of the rates settlement process.

            After discussion, it was

Moved by Councillor McVeigh,

Seconded by Councillor Beattie,

      That the Committee agrees that £200,000 be included with the revenue estimates to support the Boxing Strategy.

            On a vote by show of hands eight members voted for the proposal and nine against and it was declared lost.

Further Proposal

Moved by Councillor Long,

Seconded by Councillor O’Neill,

      That the Committee agrees to defer consideration of the amount to be included within the Capital Financing and whether or not to invest in the Boxing Strategy until its special meeting scheduled for 5th January.

            On a vote by show of hands nine members voted for the proposal and seven against and it was declared carried.

            Accordingly, the Committee:

·        Agreed that the paper should not be subject to call-in because it would cause an unreasonable delay which would be prejudicial to the Council’s and the public’s interests in striking the district rate by the legislative deadline of 15th February 2018.

·        Considered and agreed the following growth proposals should be included in the 2018/19 revenue estimates:

·        Community Grants: £147,000 (People and Communities Committee) and £147,000 non-recurrent.

·        Additional Twilight Markets: £70,000 (City Growth and Regeneration Committee) – non-recurrent.

·        Robinson Centre Staff Deployment (2): £50,460 (Planning Committee)

·        European Capital of Culture £373,799 (Strategic Policy and Resources Committee)

·        Employability and Skills: £500,000 (City Growth and Regeneration Committee)

·        City Centre Regeneration: £240,000 (Strategic Policy and Resources Committee)

·        City Deal: £1,000,000 (Strategic Policy and Resources Committee)

·        To agree in principle a £300K contingency for Peace IV capital projects

            The Committee agreed to defer consideration of the following until its special meeting on 5th January:

·        Equality / Diversity Officer: £56,000 (Strategic Policy and Resources Committee)

·        Regen Support Assts. (2): £68,986 (Strategic Policy and Resources Committee)

·        Boxing Strategy: £200,000 (People and Communities Committee) and reduce the increase in the capital financing budget by £200,000 to keep any rate increase below 2%.

·        Capital Financing: £1,200,000 (Strategic Policy and Resources Committee) (If Boxing Strategy is agreed to be funded then reduce to £1,000,000)

            The Committee noted an updated which had been provided by the Chief Executive on the Capital of Culture bid and agreed:

·        to proceed with the deputation to Brussels;

·        to undertake a political deputation to seek a meeting with the Department for Digital, Culture, Media and Arts (DCMS);

·        to investigate whether a Belfast/Derry/Strabane bid could proceed alone through a different route; and

·        to continue engagement with DCMS regarding proposals for funding for the five bid cities.

            The Committee noted the contents of a report which had been submitted by the Chief Executive which provided an update on the current position on the recruitment of the seven senior posts within the Council.

            The Committee was reminded that, at the meeting of the Council on 4th December, the following notice of motion had been proposed by former Councillor Bell and seconded by Councillor O’Hara:

"This Council notes the continued Tory led cuts to the Department of Education's budget and the resulting devastating impact on the Education Authorities, schools and youth providers. Schools, youth providers, children, parents and the wider community are now at breaking point with continuing threats to services. The Council strongly opposes these cuts.

The Council also notes the work being carried out by the various Partnership Boards and schools across Belfast to improve standards of literacy and numeracy amongst our young people, particularly those living in areas of high social deprivation. The Council commends the Partnership Boards and schools for their successes to date in improving standards of literacy and numeracy, especially at GCSE level, through their various Easter schools, mid-term schools, community based classes and efforts outside of the classroom. It should be noted that the Council itself also provides educational support through homework clubs (for 5-11 years old) and parent and toddler groups

For these reasons, this Council agrees to task Council officers to investigate ways in which it can contribute to the continued improvement and academic achievement in literacy and numeracy within local communities and will look at how it can help to overcome various barriers to learning at post primary level."

            In accordance with Standing Order 13(f), the notice of motion had been referred to the Committee for consideration.

            With the permission of the Chairperson, Councillor O’Hara, who had seconded the motion, addressed the Committee.

            The Committee agreed that a report on the matter be submitted to a future meeting.

            The Committee agreed to defer consideration of the motion to allow Councillor Nicholl, who had proposed the motion, to be in attendance.

            The Committee was reminded that, at the meeting of the Council on 4th September, the following motion had been proposed by Councillor Attwood and seconded by Councillor Kyle and passed:

“This Council notes that Health and Social Care Trusts have been tasked by the Department of Health to find £70 million of savings in 2017/2018 financial year and that the Belfast Trust will have to impose cuts of £26.3 million.

The Council expresses its deep concern at the effect which these proposed cuts will have on domiciliary care, elective care services, nursing and residential homes, the deferral of drug treatments and cuts in agency staff.  The Council believes that these cuts will have a devastating impact on the sick, elderly and most vulnerable sections of our community in Belfast.

The Council strenuously opposes these cuts and agrees to write to and seek urgent meetings with the Secretary of State for Northern Ireland and the Permanent Secretary in the Department of Health.”

            The Committee was advised that a response to the motion had been received on 5th October from the Permanent Secretary, Richard Pengelly, in which he had pointed out that, since the motion was concerned with the Belfast Health and Social Care Trust’s savings plan, the Council should, in the first instance, seek a meeting with Martin Dillon, Chief Executive of the Trust.

            Subsequently a letter had been forwarded to Mr Dillon seeking a meeting.  Mr Dillon had responded and advised that all but one of the major savings plans and proposals were actually stood down at a meeting of the Trust Board on 13th October and, to that end, he indicated that he was unsure if a meeting with the Council was still required.

            The Committee noted receipt of the responses and agreed that representatives of the Belfast Health Trust be invited to a special meeting of the Committee.

            The Committee was reminded that, at the meeting of the Council on 4th December, the following notice of motion had been proposed by Councillor O’Hara and seconded by Councillor O’Neill.

“This Council agrees that 'Standing order 30: “A Member shall not impute motives or use offensive expression in reference to any Member of the Council” be amended to read: “A Member shall not impute motives or use offensive expression in reference to any persons or sections of society, that shows contempt on the basis of race, ethnicity, nationality, gender, gender identity, sexual orientation, religious belief, age or disability”.

            In accordance with Standing Order 13(f), the motion had been referred to the Committee for consideration.

            The Democratic Services Manager reported that, if the Committee were minded to agree to the amendment, it was suggested that the text of Standing Order 30 should read as follows:

            “A Member shall not impute motives or use offensive expression in reference to any person or section of society, including any such expression that shows contempt in relation to their race, ethnicity, nationality, gender, gender identity, sexual orientation, religious belief, age or disability.”

            He pointed out that Standing Order 64 – Amendments to Standing Orders and repeals required an alteration to Standing Orders to be agreed by resolution of the Council passed at one meeting and confirmed at another.  Therefore, the resolution would need to be passed at the January meeting and confirmed at the following meeting in February.

            With permission of the Chairperson Councillor O’Hara, who had proposed the motion, addressed the Committee and confirmed that she was content with the suggested wording.

Moved by Councillor Reynolds,

Seconded by Alderman Spence,

      That the proposed wording be amended by the insertion of the word ‘grossly’ after the word use and before the word offensive.

            On a vote by show of hands seven members voted for the amendment and eleven against and it was declared lost.

            The Committee accordingly agreed to the amendment of Standing Order 30 as set out.

            The Committee was reminded that, at its meeting on 24th November, it had considered a response form the Permanent Secretary, Department of Education, regarding the motion which had been adopted by the Council in relation to the Primary Schools Curriculum Sports Programme.

            At that meeting, the Committee had agreed that, as the response did not address the second part of the motion in relation to concern about the cut being made to the extended schools budget of 14% and a further cut of £56 for each child attending primary or nursery school, it had requested that the Committee proceed with seeking a meeting with the Permanent Secretary.

            The Committee was advised that a further response had now been received from the Permanent Secretary in which he had indicated that he would be willing to meet with a deputation from the Council in January to discuss the Curriculum Sports Programme.

            The Democratic Services Manager pointed out that, as Members would be aware, deputations from the Council normally consisted of one representative from each of the main six Political Parties on the Council.  However, given that the motion stood in the name of Councillor Mullan it would be appropriate if she were to be included in that deputation and he recommended accordingly.

            The Committee adopted the recommendation.

            The Committee was reminded that, at its meeting on 22nd September, 2017, it had agreed to apply the D’hondt method of proportionality to identify which Parties would be entitled to nominate persons for consideration for appointment to the office of High Sheriff over a Council Term.

            The Committee decided also, as it was halfway through a Council Term, to take account of the Parties that had already held the position in 2016 (UUP) and 2017 (DUP).  Therefore, the D’hondt order of Parties for the next 2 years was as follows:

1.     Sinn Féin

2.     Sinn Féin

3.     Alliance

4.     SDLP

5.     DUP

            The Committee was reminded also that, at its meeting on 24th November, it had established deadlines by which Parties entitled to nominate must do so or the choice would pass to the next Party on the D’hondt table.

            The Democratic Services Manager reported that Sinn Fein had indicated that they did not wish to nominate a person for consideration for appointment as High Sheriff, therefore the next choice fell to the Alliance Party and it had decided to nominate Councillor Carole Howard for consideration for appointment as High Sheriff for 2018.

Noted.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       For the Council to excel in today’s digital society we must ensure information and technology are properly positioned to enable the delivery of the Council’s key priorities. The Council’s ICT Strategy is becoming more important as we face increasing digital opportunities and growing security threats. Our ICT strategy also has the potential to optimise, transform and improve the public services we deliver and maximise the value of our information assets.

1.2       This paper requests approval for Digital Services to procure external assistance to deliver a new ICT Strategy for the Council, which will provide a framework for members under the remit of the Strategic Policy and Resources committee to oversee the development of the Council’s ICT platforms and systems – over a period of 3 years – in alignment with the Council’s key business priorities.

2.0       Recommendations

            It is recommended that the Committee approves that:

·        Digital Services procure external assistance to facilitate the delivery a new ICT Strategy for the Council.

·        The recent Customer Focus Outline Business Case should form a key input to the new ICT Strategy.

3.0       Main report

3.1       In the digital age, it is vital that information and technology are positioned at the heart of business strategy, rather than as afterthoughts. Information and technology are fundamental as they underpin new business approaches and how services can be delivered and improved.

3.2       Technology is changing customer behaviour and expectations, so to meet the needs of our citizens we need to be able to respond quickly to opportunities and threats, by changing direction, reprioritising, and creating new capabilities more quickly and more often than we have in the past.

3.3       We are seeking external assistance to put in place a strategic planning process to provide clear direction for how information and technology can be used to deliver the Council’s key priorities.  We will be looking to engage all relevant stakeholders to help develop understanding and buy-in for the resulting strategy and to ensure its successful execution.

3.4       It is likely that delivering a new strategy will involve making changes to operational plans and priorities and may require the acquisition or development of new capabilities and systems.

3.5       It is also important to note that creating and delivering improved digital processes and services will not stop at our organisational boundary. They will require integration with other organisations to provide a seamless customer experience.

3.6       A new ICT Strategy must ensure that the right set of policies, working practices and supporting technology are put in place because information technology and the management of our information:

·        is an essential element of good corporate governance,

·        provides Members and Chief Officers with the right information to support

·        effective decision making,

·        challenges our thinking on how we deliver services and supports

·        innovation in service design,

·        sets direction in terms of investment in technology assuring alignment to

·        corporate objectives,

·        and provides the basis of accountability to Elected Members and  ...  view the full minutes text for item 5a

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The Council’s Physical Programme covers over 350 projects under a range of funding streams including the Capital Programme, the Leisure Transformation Programme, LIF, BIF and the projects which the Council is delivering on behalf of other agencies. This paper provides an update for Members on the Physical Programme

2.0       Recommendations

2.1       The Committee is asked to –

            General

·        note the updates in relation to the Physical Programme as outlined in 3.1 and that the Property & Projects Department is happy to arrange site visits for Members/ Party Groups to any physical project

            Project Update

·        note that works to improve accessibility to the West Wing outdoor space (including the upgrade works to the Cenotaph) which was previously agreed by Committee in August, are due to commence on 08 January 2018 and will continue until Spring 2018. In order to facilitate construction works it will be necessary to close the West Wing entrance gate and the Cenotaph area. During this time the City Hall grounds can be accessed through the gates at Donegall Square North and Donegall Square East and signage will be in place informing members of the public etc.  of the alternative access points and to update them on the project

3.0       Main report

3.1       Key Issues

            Members will be aware that the Council runs a substantial physical programme covering over 350 projects under a range of funding streams including the capital programme, BIF and LIF together with the projects that it is delivering on behalf of other agencies including the Executive Office and the Department for Communities.

            Recent highlights under the physical programme are outlined below:

·        LTP – Andersonstown - the installation of new hoardings at Andersonstown outlining the key features of the new facility. Members are asked to note that design work is currently underway for hoardings for Robinson and Olympia and that these are due to be in place by the New Year.  It is intended that the hoardings will be kept up to date and replaced as the projects continue to develop 

·        LTP – Avoniel and Templemore – Stage 2 consultations currently underway at a range of venues across East Belfast

·        Capital Programme – New Pavilion Sally Gardens – Development of a new changing pavilion to complement the pitch facility.  This project received match funding from DfC

·        Capital Programme – Tropical Ravine – works have been completed and the building has been handed over to City & Neighbourhood Services.  Preparations are underway for the official opening in February and Members will be kept up to date with the proposals for the opening

·        BIF - Stranmillis Gateway – a ‘Cutting the sod’ ceremony was held to mark works staring on the new £4m works at Stranmillis which will include the development of a navigation lock, an iconic foot and cycle bridge, the refurbishment of the existing weir and high quality landscaping with associated path connections

·        Urban Villages – Lagmore Community Forum (Nov 16th)  ...  view the full minutes text for item 6a

            The Committee approved and adopted the minutes of the meetings of the East Area Working Group of 22nd November and 7th December; the West Area Working Group of 23rd November; the South Area Working Group of 27th November and the North Area Working Group of 30th November.

            Local Investment Fund

            The Committee approved the recommendation of the South Area Working Group in respect of reallocating £40,000 which had been allocated to the Ormeau boxing Club back into the LIF2 fund.

            The Committee agreed the recommendations from the North Area Working Group as set out below:

            Belfast Investment Fund

            The Committee approved the recommendation of the South Area working Group in relation to adding the Belfast Islamic Centre project as a stage one emerging project.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to seek approval from Members to asset related disposal, acquisition and lease matters.

2.0       Recommendations

2.1      

i)       Renewal of licence agreement with GROW, Waterworks Park

            The Committee is asked to:

·        Approve the renewal of the Licence agreement with ‘GROW’ in relation to the provision of a community garden within Waterworks Park (shown outlined red on plan attached at Appendix 1) for a period of 2 years with an option to extend for a further three years subject to review and the Director of City & Neighbourhood Services being satisfied that the project remains sustainable

·        Approve the extension of the boundary as shown outlined red and shaded blue on the plan attached at Appendix ‘1’

2.2

ii)     Maysfield Water Inlet – Agreement with Allstate

            Committee is recommended to approve entering into a Management Agreement with Allstate in respect of day-to-day maintenance of the water inlet at Maysfield, subject to terms being agreed with the Estates Manager and the City Solicitor and also to give approval for Allstate to provide enabling infrastructure to accommodate a water aerator/feature within the water inlet at a future date. 

2.3

iii)   Upper Ardoyne Youth Centre: Proposed Possession

            Following a decision of the People & Communities Committee of 10 October 2017, Committee is recommended to agree to terminate the Agreement for Lease in respect of Upper Ardoyne Youth Centre to take possession of the property (subject to the funder confirming that it does not wish to exercise step in rights).

2.4

iv)   Land at Glenbryn - Playground and Open Space

            Committee is asked to agree to the acquisition of 1.28 acres of land from DfC to transform an area of wasteland between Glenbryn Park and Alliance Road into a pocket park to include a playground, path network and an attractive green space for community use.  Approval is also sought to BCC entering into a Licence Agreement with Groundwork NI for the continued use of part of the site as a community garden.

2.5

v)     Land at Cregagh Park: Marketing update

            Committee is asked to note that following a decision by the SP&R Committee in August 2017, land at Cregagh Park has subsequently been placed on the open market for sale.   They are also asked to note that due to the open space and planning issues to be addressed, it is proposed to set a closing date for bids in early January to allow interested bidders time to undertake the necessary due diligence to ensure that offers are robust in planning and financial terms.

3.0       Main report

3.1

i)       Renewal of licence agreement with GROW, Waterworks Park

3.2       Key Issues

            At meetings on the 8th Nov 2016 and 7th Feb 2017 the People and Communities Committee approved the renewal of a licence agreement with ‘GROW’ for a period of two years; the extension of area licenced to GROW to include the area outlined red and shaded blue  ...  view the full minutes text for item 6c

            The Committee:

(1)      Approved the public advertisement and acceptance of tenders as listed in Appendix 1, Table 1 through the Council’s electronic procurement system; and

(2)      Granted delegated authority to the appropriate Director, using pre-agreed criteria to accept the most economically advantageous tender and allow month by month extensions where contracts were under review as outlined in Appendix 1, Table 2.

Appendix 1 - Schedule of tenders for consideration

Table 1 – New tenders

Table 2 – Contracts for extension of contract period

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 11th December and specifically the following:

·     To authorise the continuation of the St Patrick’s Day Small Grants Scheme in its current format, given that this had been the preferred option of those who had participated in the survey and consultation event; and

·     To note that a contribution of up to £3,000 had been provided through the District Council Good Relations Programme to support up to six local interface groups to deliver the annual Christmas Events.

            The Committee was reminded that one of the main requirement of the Council’s equality scheme was to carry out the screening of new and revised policies.  That allowed any impacts related to equality of opportunity and/or good relations to be identified and addressed.

            The City Solicitor reported that guidance from the Equality Commission for Northern Ireland defined a policy “as all the ways in which an authority carries out or proposes to carry out its functions relating to Northern Ireland.”  As such policies were written, formal or informal.

            He reported also that the Departmental Management Teams were responsible for identifying policies for screening.  An equality screening template was then completed by the relevant officer, in collaboration with the Equality and Diversity Officer.  On a regular basis, the Equality and Diversity Officer collated all completed templates into a Screening Outcome report and published onto the Council’s website along with the relevant completed screening templates.

            The Committee noted the Screening Outcome Report for January – September 2017.

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 7th December.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The Audit and Risk Panel is constituted as a working group of the Strategic Policy and Resources Committee.  The purpose of the Panel is to provide an independent assurance on the adequacy of the Council’s risk management framework and associated control environment.  The Panel also oversees the Council’s financial reporting process. 

1.2       The purpose of this report is to provide a summary to Committee of the key issues that have been considered and discussed by the Panel at its December 2017 meeting and to present minutes of the last meeting of the Panel for approval.

2.0       Recommendations

2.1       That the Strategic Policy and Resources Committee

·        notes the summary of the issues discussed / assurance received at the Panel meeting of 8 December 2017 as set out at Section 3 below and;

·        approves the minutes of the Audit & Risk Panel meeting of 8 December 2017.

3.0       Main report

3.1       NIAO – Completion of audit of 2016/17 financial statements

3.1.1    At its meeting on 8 December 2017 the Panel considered received final copies of the NIAO’s reports to those Charged with Governance and Annual Audit Letter for 2016/17 audit.  There were no priority 1 recommendations and the audit resulted in an unqualified (‘clean’) opinion on the Council’s financial statements and related arrangements.  A recent NIAO ‘good practice’ report on Bribery and Corruption was also considered by the Panel.

3.2       Management reports – Procurement, Absence and Health and Safety

3.2.1    Regarding Procurement, the Panel was apprised of the risks relating to procurement, the action being taken to address backlogs in tender processing and, moreover, to review the Council’s procurement arrangements going forward. 

3.2.2    Regarding absence, the HR Manager reported on performance at the end of quarter 2 and provided a detailed analysis of the figures, in particular in relation to personal and work related stress.  The Audit and Risk Panel agreed that it would write to Directors to emphasise the importance they attach to absence management and also to stress the ongoing need to ensure compliance with the process.

3.2.3    Regarding health and safety the Corporate H&S Manager provided an update on activity in quarter 2. This showed a small number of high priority actions from the Corporate H&S team’s reviews still open and the Manager explained these issues were being followed up.

3.3       External review of Audit, Governance and Risk Services

3.3.1    The Council’s internal audit service, AGRS, had been externally audited against professional standards. This is a mandatory process. The review had a positive outcome with assurance provided on the Service’s conformance with standards.

3.4       Risk Management

3.4.1    The Panel received an update on risk management, in particular the management of corporate risks. The report highlighted the risk profile of the Council (which was significant), the action being taken to review and manage the risks. It highlighted the ‘three lines of defence’ model that can be used to aid management and  ...  view the full minutes text for item 9b

            The Committee approved the recommendations in relation to the requests for the use of the City Hall and the provision of hospitality as set out below:

            The Committee considered the following report:

“1.0     Purpose of Report

1.1       Arising from the Notice of Motion; ‘Cladding on flats and high rise buildings’ which was considered at the SP&R meeting of 18 August this report is to inform Members of the actions that have been undertaken in the wake of the tragedy.

2.0       Recommendations

2.1       Members are asked to note the contents of the report.

3.0       Main report

            Background

3.1       It has been nearly six months since the fire at Grenfell tower where many residents lost their lives. The inquiry into the fire has now opened, with its chairman promising it will provide answers to how the disaster could have happened in the 21st century.

3.2       The fire started in a Hotpoint fridge freezer on the fourth floor and spread to the external cladding system. The London fire brigade were faced with an unprecedented level of rapid fire spread through the tower with 40 fire engines and more than 200 firefighters tackling the blaze.

3.3       The fire affected most of the floors of the building and destroyed 151 homes, both in the tower and surrounding areas. It has recently been confirmed that 71 lives have been lost as a result of the fire.

3.4       The cladding system installed at Grenfell is the main focus in relation to the rapid fire spread over the envelope of the building. The external cladding panel was a polyethylene (PE) filled aluminum panel (ACM). The insulation installed on the tower as part of the cladding system was a polyisocyanurate (PIR) insulation material.

3.5       On 6 July an Independent Expert Advisory Panel recommended a series of large scale fire tests to establish the performance of a range of ACM panels in conjunction with a range of insulation materials in order to help building owners make decisions on any further measures that may need to be put in place.

3.6       The testing was carried out by the Building Research Establishment (BRE) and involved large scale fire tests to BS 8414 which is currently one of the methods of determining compliance with national Building Regulations across the UK.

3.7       The type of ACM and insulation material employed on Grenfell was tested and failed to meet the performance criteria contained in BRE135 - Fire Performance of External Thermal Insulation for Walls of Multi-Storey Buildings.

3.8       The Building Regulations guidance in England, which is similar to that in Northern Ireland, has been called into question and is certainly unclear with regard to ACM panels. Many industry experts hold the view that the guidance as it stands does not prevent the use of PE filled ACM’s and that this must be reviewed.

3.9       On 28th July 2017 the Department for Communities and Local Government announced an independent review of building regulations and fire safety in England. This independent review will be led by Dame Judith Hackitt, Chair of EEF, the Manufacturers’ Organisation, and will look at current Building Regulations and fire safety with a particular focus on  ...  view the full minutes text for item 9d