Agenda and minutes

            Apologies for inability to attend were reported from Alderman Spence and Councillor McAteer.

            The minutes of the meetings of 5th, 7th and 9th July (x2) 1st, 17th (x2) and 31st August were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 3rd September.

            Councillor Long declared an interest in relation to item 7d – Area Working Update insofar as he was a member of the Bloomfield Church.  Councillor Reynolds declared an interest in respect of item 7b – Physical Programme Update and left the meeting whilst this item was under consideration.

In pursuance of the Committee’s decision of 17th August, to receive a presentation from POBAL in relation to research which they have carried out entitled “Further and Higher Education, Training and Employment Experience of Past Pupils of Irish Medium Education in Belfast – 1970s to Present.”

            The Committee was reminded that, in pursuance of its decision of 17th August, Ms J. Muller and Ms M. Delargey were in attendance to provide a presentation in relation to Pobal’s research it had carried out entitled “Further and Higher Education, Training and Employment Experience of Past Pupils of Irish Medium Education in Belfast – 1970s to present.

            The Chairperson, on behalf of the Committee, welcome the deputation to the meeting.

            Ms Muller advised the Committee that the research had been funded by Belfast City Council under its capacity building programme.  It had been undertaken due to the lack of baseline information on this issue and because of the growth of Irish Medium Education over the years.  She indicated that POBAL wished to develop best practice in strategic planning and complete community capacity building in the city and recognised the important role of the council in this.  She the referred to the figures which had been issued by the Department of Education regarding the number of pupils participating in funded Irish Medium Education.

            Ms Muller then highlighted the main findings from the respondents to the survey questions in relation to: the areas in which they lived; their age; their use of the Irish language; and what would help them use the language in their everyday lives.  Ms Delargey outlined the findings regarding the further, higher education and training which the respondents had undertaken; the language of the courses; their employment since leaving school; and the use of the language in the workplace.

            The deputation concluded by indicating that the research report contained six specific recommendations which they were requesting the council to adopt.

            They then answered a number of questions from the Members, during which the point was made that the Council had recently appointed an Irish Language Officer and discussions in relation to the recommendations would need to be undertaken initially between that officer and the City Solicitor before any decision could be made.

            After discussion, the Committee agreed that the City Solicitor undertake an assessment of the recommendations set out in the POBAL research paper entitled ”Further and Higher Education, Training and Employment Experience of Past Pupils of Irish Medium Education in Belfast – 1970s to Present” and report back to the Committee in due course.

            The information contained in the reports associated with the following five items 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 discussion 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 was reminded that, at its meeting on 18th May, it had agreed to fund the following summer diversionary events and education programmes:

·        Féile an Phobail (Festival) -  £100,000;

·        Twaddell Woodvale Residents’ Association (Woodvale Festival) - £100,000

·        NI Alternatives (East Belfast Community Festival) - £50,000;

·        New Lodge Arts (New Lodge Festival) - £40,000;

·        Markets Development Association (Diversionary Activities) - £10,000;

·        Belfast South Community Resources - £26,521; and

·        Ulster-Scotch Heirskip Cooncil/Ulster-Scots Community Network – community education programme, community visualisation programme and 3 year strategic planning process for new festival) - £80,000.

            It had been agreed also that:

·        the funding applications be subject to due diligence, appropriate legal agreements and to evaluations being undertaken;

·        To ensure transparency in future years, to establish an open call diversionary programme with an agreed budget; and

·        That Council officers engage with the groups that were not allocated support to discuss alternative funding opportunities.

            It was reported, given the tight timescales in relation to a number of the projects, officers had been working closely with the groups to develop their project proposals and work through due diligence and appropriate legal agreements as agreed by the Members.  That had involved officers from a number of Services within the Council.

            The Committee was advised that, to date, four of the proposals had been approved and a further two had reached the stage of due diligence where funding agreements could be prepared.  Those were Belfast South Community Resources and the Ulster-Scotch Heirskip Cooncil/Ulster-Scots Community Network.

            It was pointed out that the Committee, at its meeting on 17th August, had agreed to defer consideration of these applications until this meeting.

            It was pointed out also that, given the challenging timescales involved with working with groups to get those requests for funding through satisfactory due diligence, many elements of the programme for Belfast South Community Resources had already commenced.  The group was aware that this work had commenced without a funding agreement with the Council, but it had asked the Committee to approve retrospective funding that took place between the point of the previous approval of this funding, that is, 4th June, 2018, and the date of the funding agreement.  All retrospective expenditure would be subject to the same monitoring evaluation as detailed in the funding agreement with the group.

            The Committee was advised further that the proposal from Northern Ireland Alternatives for Area-Based festival funding for east Belfast had been withdrawn formally on 10th September, 2018 and the Committee was being requested to consider whether the £50.000 originally earmarked for that event should be reallocated to support the potential work associated with the Bloomfield Walkway site.

            After discussion, it was

Moved by Councillor Reynolds,

Seconded by Councillor Hutchinson,

      That the Committee agrees to authorise the release of Funding Agreements to the Belfast South Community Resources, including the retrospective expenditure as outlined, and the Ulster-Scotch Heirskip Cooncil/Ulster-Scots Community Network, with 90% of the funding being paid upfront and the remaining 10% would be paid following satisfactory completion of monitoring and evaluation  ...  view the full minutes text for item 3a

            The Committee considered a report which provided an update following the fire at Primark Bank Buildings and measures that the Council was taking to support city centre economic recovery.  The Chief Executive then provided the Members with a detailed presentation in relation to the current status of the building, the main elements of the City Recovery and Investment Programme; the expert advice which had been provided by external organisations, the key objectives of a wayfinding strategy, the Business Support Programme, including eligibility and the next steps and those finances which had already been committed, and what additional resources would be required for a medium term recovery plan.

            After a lengthy discussion, the Committee agreed:

·        the terms and objectives for a City Recovery Investment Programme and approved the expenditure of £410,000 of the £500,000 which the Council had previously allocated by the Committee;

·        that an additional £75,000 be allocated to the Specified Reserve to assist with a medium term recovery plan from now until Christmas;

·        that a meeting be sought with the Secretary of State and the Civil Service to ascertain what funding could be made available to assist with the recovery programme; and

·        in accordance with Standing Order 47(a) (2) (a), that the decisions be not subject to call-in on the basis that an unreasonable delay could be prejudicial to the Council’s or the publics interest.

            The Committee agreed also that any forecasted year underspend which the Committee would be considering in November be used to replenish the Council’s Reserves in the first instance by £1.25 million.

            It was noted that the Council had adopted the recommendation of the Committee, at its meeting of 31st August, to delegate authority to the Strategic Policy and Resources Committee to take any decisions on the issues relating to the Bank Buildings and to approve any expenditure from the aforementioned specified reserve.

            The Committee considered a report which had been prepared in response to a Motion on leisure submitted to the Council, following which the Committee had requested that a report on delivery options, including an analysis and implications (in particular financial) of any proposal to bring leisure back in-house and to update the Members on the progress being made on the implementation of recommendations presented within the Independent Review of the Leisure Operating Model.

            The Committee:

·        noted the update on implementation of the recommendations in the independent report;

·        endorsed the continued work of Council Officers, GLL and the Active Belfast Ltd Board to improve the leisure offering to all citizens of Belfast; and

·        acknowledged the detrimental impact to the Leisure Development Programme, and the rate payer, in the event of the Council bringing the leisure operating model back in-house, and rule out any further consideration at this time.

            The Committee considered a report in relation to the proposed Belfast Region City Deal negotiating position, including the Council’s financial contribution and outlining the next steps in securing a City Deal for the region.

            After discussion, the Committee agreed:

·        the proposed Belfast Region City Deal negotiating position;

·        the Council’s overall contribution to the deal of £38m, for the development of the Destination Hub Visitor Attraction; and

·        The attendance of the Lord Mayor, Party Group Leaders and the Chairperson of the Strategic Policy and Resources Committee at a BRCD event in Westminster on 24th October, 2018.

The Committee was reminded that, following the completion of the new Olympia Leisure Centre and Sports Village, two commercial sites had been created fronting onto the Boucher Road.  The sites have been marketed and a number of offers had been received.  Accordingly, approval was being sought for the appointment of a preferred bidder, to allow a period of due diligence on planning matters, followed by disposal, subject to planning permission being obtained.

            The Committee agreed that Kirk Bryson be appointed as the preferred bidder for taking forward its ‘Scheme A’ for retail/leisure/food and beverage/apartments and thereafter to enter into a contract for disposal of the site, subject to planning permission and an agreed timeframe for development completion and other terms as agreed by the Estates Manager and Legal Services.

            The Committee was minded that, at the meeting of the Council on 3rd September, the following, which had been proposed by Councillor McReynolds and seconded by Councillor Nicholl, was, in accordance with Standing Order 13(f), referred to the Committee for consideration:

“This Council recognises its important role in shaping a Belfast that is environmentally sustainable (as described in the Belfast Agenda). It recognises also the importance of thinking strategically and with a long-term aim of making Belfast meet the highest environmental standards, especially in the areas of energy, waste, transport, construction and resilience.

The Council agrees to establish both a Member-led Sustainable Development Think Tank and an officer steering group that meet regularly to support the development of the Council’s Sustainable Development Strategy and discuss implementing best practice from across Europe and globally.”

            After discussion, the Committee noted the motion and agreed that, initially, a workshop be held prior to any decision being made on the establishment of a Member think tank and an Officers steering group.

            The Committee was advised that, at the meeting of the Council on 3rd September, the following motion, which had been proposed by Councillor Attwood and seconded by the Deputy Lord Mayor (Councillor McDonough-Brown) had, in accordance with Standing  Order 12(f), been referred to the Committee for consideration:

“This Council applauds the incredible achievement of the Irish Women’s Hockey team in winning a silver medal in the Hockey World Cup.  The Council agrees to host a special civic reception to honour the team.”

            The Committee was reminded that, at the Council meeting, the Lord Mayor had indicated that she would be hosting a reception in honour of the Team’s success and arrangements were currently being made.  Accordingly, it was recommended that given that those arrangements were already being put in place, the Committee might wish to note the motion and take no further action.

            The Committee agreed to this course of action.

The Committee was reminded that the Council, at its meeting on 2nd July, had passed the following motion on Personal Independence Payments, which had been proposed by Councillor McReynolds and seconded by the Deputy Lord Mayor (Councillor McDonough-Brown):

"This Council:

·      notes the importance of Personal Independence Payments to sustaining and maintaining the lives of many across Northern Ireland;

·         notes with concern the many issues associated with undergoing assessments and the stress they can bring upon individuals;

·         is concerned at the fall in figures of those receiving the benefit and the

impact this is having on their lives;

·         notes the link that exists between the drop in support provided and the '20m rule' for the highest rate of PIP mobility support, as highlighted by ‘PIP – a step too far’ published by MS Society; and

·         accordingly, agrees to write to the Minister for Work and Pensions, calling for an urgent review of the 20m rule and to engage with key  stakeholders to find a more appropriate alternative.”

            The Committee was advised that a response had now been received from the Secretary of State for Work and Pensions.  The Secretary of State had pointed out that the Department for Communities was responsible for delivering the Personal Independent Payment system in Northern Ireland and had suggested that the Council might wish to raise the issue with that Department.  The Minister had then set out in detail the position in Great Britain to assist in addressing some of the issues raised within the motion.

            The Committee noted the response from the Secretary of State for Work and Pensions.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The Smart Belfast programme encourages collaborative innovation between our universities, digital SMEs and the public sector in order to tackle urban challenges and support public service transformation. Delivery of the programme continues to be driven by a ‘pipeline’ of projects specifically chosen for their capacity to contribute to the Urban Innovation framework agreed by Members in 2017.

1.2       While the programme’s focus over recent months has been in the development of the digital and innovation pillar of the Belfast Region City Deal, the team have continued to deliver smart city project. This paper provides a short update and seeks Members’ approval on a number of emerging opportunities.

2.0       Recommendations

2.1 Members are asked to:

1.      Note that the Last Mile Freight Delivery Small Business Research Initiative (SBRI) competition winners will be announced on 18 October at the Belfast Waterfront.

2.      Note that following a Things Connected competition, two SMEs have been selected to work with Belfast City Council and Ulster University to develop proto-types to support our city centre services.

3.      To agree to work with the Titanic Foundation to appoint ‘Hello Lamp Post’ to develop a Maritime Mile demonstrator project.

4.      To agree to support Hello Lamp Post’s application to the €3 million SyncroniCity IT Open Call.

5.      To agree to support a SME-consortium bid to the UK Space Agency’s Call for Ideas bid for a major air quality project.

6.      To note that the launch of the SBRI ‘Managing Open Space’ challenge will take place at the Belfast Big Data conference on 18 October and that the competition funding has been increased to £100,000.

3.0       Main report

3.1       The Smart Belfast programme encourages collaborative innovation between our universities, digital SMEs and the public sector to tackle urban challenges and support public service transformation It operate at three levels:

(1)    City and regional: Working with partners to inform the Belfast Region City Deal and supporting partners to bring innovative solutions to challenges identified in the Belfast Agenda (while at the same time supporting our digital companies to innovate);

(2)    Organisational transformation: Contributing to the Council’s own service transformation by supporting the adoption of user-centric design; innovative procurement; and the application of data science and digital technologies.

(3)    Building the core foundations: Working with partners to build the strategic capabilities of our smart city (including supporting a city data platform, networks, skills sharing, joint delivery mechanisms, etc).

3.2       Delivery of the programme continues to be driven by a ‘pipeline’ of projects specifically chosen for their capacity to contribute to the Urban Innovation framework agreed by Members in 2017. The latest information on the programme is available at http://smartbelfast.city

3.3       Members are asked to note a number of current and planned pipeline projects:

3.4       Small Business Research Initiative (SBRI) on Last Mile Freight delivery

            Following previous committee approval, the Council have been working with Dublin City Council, the NI Department for  ...  view the full minutes text for item 5a

The Committee was reminded that, at its meeting in January 2018, it had agreed that a Belfast City Council Sports Development Strategy and Associated Funding Strategy be developed. Subsequently, a follow up report had been submitted to the People and Communities Committee in June outlining proposed terms of reference and a timeline for development of the strategy and it had recommended these for approval to the Strategic Policy and Policy Committee.

            The Committee had, subsequently, at its meeting in June, agreed the report would be submitted seeking agreement on guiding principles.  These which would be high level and be used to support the development of the strategy. 

The proposed guiding principles were as follows:

-       The focus of the strategy will be to contribute to the outcomes of the Belfast Agenda in particular ‘Everyone in Belfast fulfils their potential’ and ‘Everyone in Belfast experiences good health and wellbeing’.

-       The strategy will consider how we can make the best use of existing limited resources to make the greatest possible community impact and create sustainability.

-       The strategy will consider how we can provide support across the sports development continuum to increase access to, and participation in, organised sporting pathways to ensure maximum participation, especially among underrepresented groups.

-       The strategy will consider the delivery and development of activities and programming whilst the use of facilities will be considered in the Council’s Assets Strategy.

-       The strategy will consider how we can develop partnerships to enhance and complement the support provided by other organisations and within Council to ensure there is no duplication of funding and that we maximise strategic outcomes and impact.

-       The strategy will consider how the Council can support governing bodies and their clubs to ensure that the Council minimises risk to itself and members of sporting organisations.  Support for Belfast based sports clubs which are not members of recognised governing bodies, will be considered once evidence of appropriately rigorous governance and safeguarding policies, procedures and practices is approved by Council.

-       The strategy will recognise the different needs and demands across the city’s neighbourhoods and will seek to contribute to identified priorities within these areas.

Following agreement of the guiding principles, officers would draft the strategy based on best practice, the support currently provided by the Council and pre-consultation with key stakeholders.  This then would be brought back to the Committee for consideration and approval prior to public consultation.

            The Committee agreed the proposed guiding principles for the Sports Development Strategy

The Democratic Services Manager reminded the Committee that, at its meeting on 17th August, it had agreed to receive a report on a suggestion that all votes at a Council meeting should be taken by way of a recorded vote.  If the Committee was  minded to agree to this, then it would require an amendment to Standing Order 24.

            He explained that the Standing Order currently states that:

“Subject to any statutory provisions to the contrary, any matter to be decided by the Council will be by simple majority, conducted by show of hands.

If, before a vote is called, any Member present at the meeting requests it, the names for and against the proposal or amendment and those abstaining from voting will be taken down in writing and recorded in the minutes of the meeting. Upon such request being received, the division bell shall be rung, and a period of one minute shall be allowed to elapse, when the doors of the Council Chamber shall be closed and no one admitted until the vote has been taken.

During the taking of the votes Members shall remain seated.

In the case of an equality of votes, the Lord Mayor shall have a second and casting vote.”

            He pointed out that the existing Standing Order provided a simple mechanism whereby any single Member could require a vote to be recorded.  If the Committee was minded to amend the Standing Order as requested, then this would inevitably result in the meetings taking longer to complete.  Typically, each recorded vote took about seven or eight minutes to complete.  Over the year from June 2017 till May 2018, a recorded vote had been requested on 33 occasions, averaging three per meeting.  The Council had operated, since it was established in 1973, by way of the existing Standing Order.  The Committee might wish to consider if there is any purpose to be served by requiring every vote to be a recorded one rather than maintaining the existing system which permitted a recorded vote to be taken upon the request of a single Member.

If the Committee wished to amend the Standing Order, then the following wording was suggested:

“Subject to any statutory provisions to the contrary, any matter to be decided by the Council will be by simple majority, conducted by a recorded vote.

The names for and against the proposal or amendment and those abstaining from voting will be taken down in writing and recorded in the minutes of the meeting. Before the vote is taken, the division bell shall be rung, and a period of one minute shall be allowed to elapse, when the doors of the Council Chamber shall be closed and no one admitted until the vote has been taken.

During the taking of the votes Members shall remain seated.

In the case of an equality of votes, the Lord Mayor shall have a second and casting vote.”

If the Committee was in agreement then the recommendation would, in accordance with  ...  view the full minutes text for item 6a

            The Committee was reminded that, at its meeting on 17th August, it had deferred consideration of the attendance of Members and officers at the NILGA Local Government Awards, which was being held at the Armagh City Hotel on 11th October, until the finalists had been shortlisted.

            It was reported that confirmation had now been received that the Council had been shortlisted in three categories, namely, Best Local Authority Service Team – Property and Projects Team, Employee of the Year, Mr Colin Agnew, Community Parks Supervisor, and Best Local Authority Tourism Initiative – Belfast Waterfront.  Accordingly, it was recommended that the Committee approve the attendance of the Chairpersons and the Deputy Chairpersons of the Strategic Policy and Resources, People and Communities Committees and the Belfast Waterfront and Ulster Halls Shareholders’ Committee (or their nominees), together with appropriate officers at the awards dinner.  The cost for attendance at the Awards dinner was £60 plus VAT per person and could be met from within existing budgets.

            The Committee adopted the recommendation.

            The Committee was reminded that, at its meeting on 17th August, it had approved the recruitment panel for the Head of Commercial and Procurement Services.  Subsequently, Alderman Convery, who had been appointed to the panel, had indicated that he was no longer available for all of the dates and that the Committee would be required to appoint a replacement.

            The Committee agreed that Alderman Convery be replaced by Councillor Graham on the Recruitment Panel for the post of Head of Commercial and Procurement Services.

            The Committee considered the following report:

“1.0      Purpose of Report

1.1         To update Committee on a proposal to consider a Reflection Room in City Hall for visitors and staff.

2.0       Recommendations

2.1       Having considered the limited demand for such a space together with the lack of a suitable space in City Hall and the amount of the various activities taking place in the building it is recommended that the Committee agrees not to pursue this proposal any further

            Main Report

            Key Issues

3.1       Committee earlier this year asked that a report be brought back on the inclusion of a quiet room/room of reflection within the City Hall which could be used by persons of all faiths and none to facilitate the citizens of Belfast and further afield who wish to have private time out of the hustle and bustle of city life.

3.2       Visitor footfall in the City Hall has dramatically increased over the years and, with the opening of the new exhibition area, the City Hall is now one of the most visited tourist attraction in Belfast.  The City Hall is one of the busiest buildings in the city and the many activities which take place from weddings, to events, to demonstrations, to tourist visitors, to council business epitomises the hustle and bustle of the city. Given this the City Hall may not be the optimum location for a proposed reflection room.

3.3       Consideration has also been given to the demand for such a facility and no demand has been evidenced.  Although visitors arrive from all parts of the world, discussions with the front line staff including the receptionists and telephonists, indicate there has been very few requests to provide a Reflection Room in the City Hall. On the very few occasions when a request has been made staff have directed the individual to another location in the city or given them the option of going to the Reflection Space which is already located in Room 14 in the new Exhibition area.

3.4       Committee is asked to note that there also have been no requests from staff to provide such a facility in any of the BCC city centre office buildings as there are ample other type of provision including meeting rooms spaces.  The City Hall grounds also offer quieter areas at times on both East and West wings.

3.5       In addition to the general business of City Hall itself and the lack of demand for a reflection room there is also very limited space in the building.  Space in the City Hall is at an absolute premium with the additional facilities that have already been or which are currently being provided e.g. new exhibition area on the ground floor, the new Changing Places facility which will be installed shortly, the new family room facility etc.  In addition, there have been further demands placed on the remaining space left in the City Hall by the need to find accommodation for the increased number of independent members and new  ...  view the full minutes text for item 7a

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of Main Issues

1.1       The Council’s Physical Programme covers over 200 live regeneration projects across a range of funding streams including the Capital Programme, Leisure Transformation Programme, LIF, BIF, SOF (Social Outcomes Fund) and the projects which the Council is delivering on behalf of other agencies. This report provides an update for Members on the Physical Programme. 

2.0       Recommendations

2.1       Members are asked to –

·        note that a tour of a number of physical projects (both completed or underway) has been scheduled for Saturday 22nd September - the proposed itinerary for the site visits is attached at Appendix 1.  All Members are encouraged to avail of this tour in order to gain an understanding of the scale and complexity of the Council’s physical programme

·        agree that a series of Party Group briefings on the Physical Programme are undertaken in October

      Project Updates

·        Capital Programme - Fleet Programme 2019/2020 and 2020/2021 – note the Fleet Programme for 2019/2020 and 2020/2021 and agree that the necessary procurement processes are initiated with the delegation of subsequent evaluation and award processes to the Director of Property & Projects

·        Leisure Transformation Programme - Robinson Centre - endorse the recommendation from the East AWG that the skate park is removed from the agreed facilities mix and that the existing playground and proposed 5-a-side pitch are extended on the basis that this remains within the agreed budget envelope. Members are also asked to agree that the option of the local community managing the second 5-a-side pitch be investigated.

·        Tropical Ravine – note that the Tropical Ravine won the NI RICS project of the year in June and will now go on to compete in the national final in November in London.  Committee is asked to authorise the attendance of the Chair of the SP&R Committee and/or the People and Communities Committee (or Deputy Chairs or nominees) and appropriate officers at the awards ceremony

·        DFC match funding - note that letters of offer from DfC has been received for a range of Council projects as at 3.8 below on the basis that this spend can be completed within this financial year and that these were projects that had already been agreed by the Council and would have been progressed

·        Urban Villages – note that Committee had previously agreed that the Council would act as the delivery agent for a range of projects due to be funded under the Urban Villages initiative.  Members are asked to note that letters of offer have now been received for the delivery of 8 projects this year (see 3.9 below) and that the Council continues to be in discussions with UV on a further range of projects    

3.0       Main report

            Key Issues

3.1       Members will be aware that the Council runs a substantial physical programme covering over 200 projects under a range of funding streams including the capital programme, BIF and LIF together with the projects that it is delivering on  ...  view the full minutes text for item 7b

            The Committee granted approval to the following:

i)       Unit Letting at Smithfield Market

Functional responsibility for dealing with property issues in relation to the letting of Units at Smithfield Market rests with the Director of Property and Projects. Approval of the letting terms for the Units are to be undertaken by the Director under the scheme of delegation, on the basis that the terms are reported retrospectively to the Strategic Policy and Resources Committee.  The Committee accordingly noted the list of Unit Lettings at Smithfield Market.

ii)     Parkgate Avenue Car Park – Licence Agreement

The grant of a licence to Peter Boyle and Ciara Denvir for a right to pass and repass across Parkgate Avenue Car Park on the terms outlined below.

iii)   Little Victoria Street – Licence Agreement

The grant of a licence to Clear Channel NI Ltd at Little Victoria Street Car Park for an advertising site on the terms outlined in the report.

iv)   Knockbreda Cemetery, 17 Saintfield Road - Grant of Easement and Land Transfer

Mutual Grants of Easement and an exchange of land with the owner of a private dwelling within the grounds of Knockbreda Cemetery to regularise a situation, which has existed for more than 20 years. 

v)     St Mary Magdalene Parish Church, Donegall Pass - Grant of Right of Way to Trustees

The grant of a Right of Way to the Trustees of St Mary Magdalene Parish Church, to secure an emergency exit through the Rev Robert Bradford Memorial Park.

            The Committee:

            Area Working Group Minutes

            Approved and adopted the minutes of the meetings of the Area Working Groups (AWG) as follows:

            East – 16th August and 6th September; North – 20th August; West- 23rd August; and South - 30th August.

            Belfast Investment Fund

            Agreed the recommendation from the East Area Working Group in respect of BIF as set  out below:

            Local Investment Fund

            Noted that North Area Working Group had approved that the funding agreement under NLIF023 – Fortwilliam and Macrory Church Hall be novated to the to the 174 Trust.

            North Area Working Group

            Endorsed the recommendation from the North Area working Group that a proposal received in respect of community management of the Girdwood Youth Space be deferred and that the current management arrangements continue.

            The Director of Finance and Resources submitted for the Committee’s consideration the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to present to the Strategic Policy and Resources Committee, the Statement of Accounts of the Council, including the Annual Governance Statement, for the period ending 31 March 2018.

1.2       The Statement of Accounts are an important element of the council’s overall corporate governance framework as they provide assurance to Members and ratepayers on the stewardship of the council’s finances and its financial position.

1.3       The Statement of Accounts for the year ended 31 March 2018, as attached, have been prepared in line with the Code of Practice on Local Authority Accounting in the United Kingdom 2017/18 based on International Financial Reporting Standards and the Department for the Communities Accounts Direction, Circular LG 05/18 dated 9 March 2018.

1.4      I can confirm that the Statement of Accounts for the year ended 31 March 2018 has been prepared in the form directed by the Department for the Communities and in my opinion the Statement of Accounts give a true and fair view of the income and expenditure and cash flows for the financial year and the financial position as at the end of the financial year.

2.0       Recommendations

2.1       The Committee is asked to

·        Approve the Council’s Statement of Accounts and incorporated Annual Governance Statement for the year ended 31 March 2018.

·        Agree that this paper should not be subject to call-in (as indicated above) because it would cause an unreasonable delay which would be prejudicial to the Council’s and the public’s interests given that the statement of accounts must be published by 30th September 2018.

3.0       Main report

            Key Issues

            Audit Opinion

3.1       It is the Local government Auditors’ opinion that:

·        the financial statements give a true and fair view, in accordance with relevant legal and statutory requirements and the Code of Practice on Local Authority Accounting in the United Kingdom 2017-18, of the financial position of Belfast City Council as at 31 March 2018 and its income and expenditure for the year then ended; and

·        the statement of accounts have been properly prepared in accordance with the Local Government (Accounts and Audit) Regulations (Northern Ireland) 2015 and the Department for Communities directions issued thereunder; and

·        the part of the Remuneration Report to be audited has been properly prepared in accordance with the Department for Communities directions made under the Local Government (Accounts and Audit) Regulations (Northern Ireland) 2015; and

·        the information given in the Narrative Report for the financial year ended 31 March 2018 is consistent with the financial statements.

            Reserves

3.2       General Fund

            The credit balance on the General Fund has increased to £24,408,596 (of which £10,738,347 relates to specified reserves).  The movement on the reserves balance is summarised in Table 1 below:

            Table 1: Summary of Reserves Position

     The Committee:

·        approved the public advertisement and acceptance of tenders as listed in Appendix 1, Table 1, through the Council’s electronic procurement system.

·        granted delegated authority to the appropriate Director using pre-agreed criteria to accept the most economically advantageous tender.

·        allowed month by month extensions where contracts were under review as outlined in Appendix 1, Table 2

·        agreed to accede to Standing Order 55(a) exceptions in relation to contracts by direction of the council acting on recommendations of a Chief Officer that the exception is justified in special circumstances for the contracts laid out in 3.7 and Appendix 1, Table 3.

·        noted the contract awarded  as per Appendix 1, Table 4

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 10th September and agreed to the following:

            Update on Bonfire and Cultural Expression Programme

            To note the contents of the report in relation to the update on the Bonfire and Cultural Expression Programme, including a list of groups who had received funding to the 2018 programme, the findings from the monitoring and valuation report and the details of the Review Panel who considered the participation of groups who failed to meet all of the programme guidelines.

Response to the International Fund for Ireland (IFI) Peace Walls

Consent Paper

            To approved the Council’s response to the IFA Peace Walls Programme.

Request for Nomination to NI Strategic Migration Partnership/NILGA

Working Group

            To approve the appointment of both the Chairperson and the Deputy Chairperson of the Shared City Partnership being nominated to sit on the above mentioned Working Groups.

            The City Solicitor reminded the Committee that, at the Council meeting on 3rd July, 2018, at the request of a Member, the Chief Executive had undertook to submit to the Strategic Policy and Resources Committee a report providing clarification on the legislation governing the display in the workplace, including the Council Chamber, of clothing or other items which might be seemed to be offensive.

A report outlining the current legislation and guidance had been circulated for Members’ consideration and the conclusions are set our hereunder:

·        The City Hall, including the Council Chamber, should be considered a workplace environment given that staff are situated and working within these locations.  In addition, they are used by clients, customers, third parties and members of the public.  Therefore, the good and harmonious environment is required to be promoted within these settings by all who use them.

·        While there is no definitive or exhaustive list about what is deemed offensive given the variety of emblems etc. which existed and the fact that context often plays a part, the current Belfast City Council Joint Declaration of Protection and the guidance from the Equality Commission should be taken into consideration along with the duty to promote equality and good relations.

·        In addition, as outlined in the Code of Conduct for Councillors, the promotion of a culture of respect, equality and trust and the embracing of diversity in all its forms should be sought.

·        Furthermore Members should display civic leadership on compliance with Section 75 of the Northern Ireland Act 1998 and how we promote equality of opportunity and good relations.

            The City Solicitor pointed out that Council meetings were required to be open to the public and took place in a workplace environment.  He referred to the duties which arose is respect of Section 75 and the Code of Conduct which required Councillors to have regard to the equality duty and the Council’s Equality Scheme.  He explained that the Council, in agreement with trade unions, had a policy in line with the Equality Commission Guidance on promoting a good and harmonious working environment, within this the following items were regarded as unacceptable:

·        Football garments;

·        Badges/insignia linked to paramilitary, political or fraternal organisations;

·        Poster or displays linked to the above.

            Accordingly, in line with the guidance and agreements with trade unions, he recommended that Councillors attending meetings adopta dress code in keeping with the Equality Commission Guidance and the Council’s agreement with trade unions.

            The Committee adopted the recommendation.

The Committee was advised that, as required by Section 75 of the Northern Ireland Act 1998, the Council had to report annually to the Equality Commission for Northern Ireland on the progress of the implementation of its Equality Scheme.  Accordingly the City Solicitor submitted the annual report which outlined the progress on actions identified to promote equality of opportunity and good relations for the period April 2017 – March 2018.

            The Committee approved the Council’s annual report for submission to the Equality Commission for Northern Ireland for 2017 – 2018.

The Committee was advised that the Council had a new statutory duty under the Rural Needs (NI) Act 2016 to consider rural needs in the development of new policies, plans or strategies or in any service design/delivery decisions.  The City Solicitor pointed out that the rural population of Belfast was approximately 1,484 people comprising the small settlements of Edenderry, Hannahstown and Loughview.

            The requirement to monitor and report applied to all Northern Ireland departments and district councils from 1st June 2017.  The Council was required under section 3(1) of the Act to:

·        Compile information on the exercise of its functions under section 1(1) of the Act;

·        Include that information in their annual report; and

·        Send that information to Department of Agriculture, Environment and Rural Affairs on the Rural Needs Annual Monitoring Return.

            The Committee approved the Council’s Annual Monitoring Return to the Department of Agriculture, Environment and Rural Affairs for 2017-18.

            The Committee deferred consideration of the report for a period of one month to enable those Parties who so wished to receive a briefing.

            The Committee approved the recommendations made in respect of applications received up to 11th September, 2018 as set out in the following appendix:

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

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 13th September.

            The Committee noted the minutes of the meeting of the Active Belfast Limited Board of 10th September.