Agenda item

            The Director of Property and Projects submitted for the Committee’s consideration the following report:

 

“1.0  Purpose of Report or Summary of main Issues

 

1.1       The Council’s Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report outlines for Members proposed movements on the programme and proposed additions.

 

2.0    Recommendations

 

2.1    Members are asked to –

 

Capital Programme - Project Movements

  agree that the following projects are moved to Stage 3- Committed –Schemes at tender preparation stage and agree that the necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated as required with contracts to be awarded on the basis of most economically advantageous tender received and full commitment to deliver –

   City Hall West Wing - Outdoor Space including the Cenotaph – Upgrade and Enhancements (see 3.4) – with a maximum budget of £200,000 to be allocated to ensure easier access for disabled and elderly veterans - the Director of Finance and Resources has confirmed that this is within the affordability limits of the Council.  Members are advised that an investment decision on this project must be taken in August 2017 in order to allow for the works to be started after the 2017 Remembrance Sunday and completed in time for the Somme Commemoration in July 2018.  Upgrading the cenotaph has special significance next year to marks the 100th anniversary of the end of World War I

   IT Programme - Bereavement Services System (see 3.6) - with a maximum budget of £50,000 to be allocated - the Director of Finance and Resources has confirmed that this is within the affordability limits of the Council.

 agree that the following projects are added as Stage 1 – Emerging Projects  

-   Relocation of the Dunbar Link Cleansing Depot (see 3.9) – following the decision to acquire Commission House in January 2017 this will allow the options for the wider Dunbar site to be worked up including the options for the relocation of the current cleansing depot.  Members are asked to note that this does not constitute an investment decision nor a decision to close the depot at the current time and that Members will be kept up to date on the options

-   Hammer Development Playground (see 3.11) - In May Committee approved a negotiated financial settlement of £250,000 from the NIHE in relation to the replacement of Tudor Place Playground and it is recommended that this project is now added to the Capital Programme to be funded by the ring-fenced financial settlement from the NIHE

 

Capital Programme – Project Updates

  note the update in respect of the Belfast Streets Ahead 3 project as outlined in 3.12 below which has implications for the Council’s Cathedral Gardens project which is currently at Stage 2- Uncommitted on the programme

 

3.0    Main report

 

         Key Issues

 

Proposed movements on/additions to the Capital Programme

  

3.3    Members have previously agreed that all capital projects must go through a 3 Stage process where decisions on which projects progress are taken by SP&R.  Members are asked to agree to the following movements as summarised below

 

Project	Overview	Stage
City Hall Outdoor Space including the Cenotaph and Memorial Gardens	Upgrade and Enhancements to facilitate access to the site Maximum of £200,000 to be allocated	Move to Stage 3- Committed
IT Programme – Bereavement Services System	Purchase of a new Bereavement Services System to replace the current 3 systems Maximum of £50,000 to be allocated	Move to Stage 3- Committed
Dunbar Link Depot Relocation	To examine the options in relation to the proposed relocation of Dunbar Link	Add as an Emerging Project
Hammer Development Playground	Upgrade and development of a new playground at the Hammer (to be funded from the ringfenced settlement from the NIHE in respect of Tudor Place)	Add as an Emerging Project

 

         Move to Stage 3 – Committed

 

3.4    City Hall West Wing - Outdoor Space including the Cenotaph and Memorial Gardens – Upgrade and Enhancements –The project involves the enhancement and refurbishment of the existing Cenotaph and Memorial Gardens in the West area of the City Hall to help facilitate greater access for disabled and less mobile clients/visitors. There are two major events held during each year at the Cenotaph - the Somme Commemoration and Remembrance Sunday.  These events take place in July and November respectively and are well attended by Elected Members and other VIPs and there is significant media coverage around these.  Over the years veterans who participate in these services are becoming older and access is proving to become more difficult given the difference in site levels currently in existence within the Cenotaph area and Members will be aware that a number of complaints have been received by the Council in respect of lack of accessibility. The proposed upgrade works are therefore focused on enhancing accessibility to the site together with overall upgrades and include:

 

·        Provision of two permanent ramps allowing better access to the Memorial Garden and the Cenotaph

   Maintenance and upgrade works including additional lighting, repainting of railings, specialist cleaning to the Cenotaph Memorial and repointing to all paving

·         Provision of accessible access to Korean War Memorial directly from Memorial Gardens

 

         Members are asked to note that 2018 sees a number of significant commemorative events in the ‘Decade of Centenaries’ one of which being the 100th anniversary of the end of the World War I.  A date which has particular significance and will attract considerable media coverage.  Members are asked to note that if the works on this project are to be completed in time for the Somme Commemoration in July 2018 then an investment decision on this project must be taken at the August Committee as works must begin in January 2018.  

 

3.5    It is now recommended that this project is progressed to Stage 3- Committed on the Capital Programme and the Director of Finance and Resources has recommended that a maximum of £200,000 be allocated to this project and has confirmed that this is within the affordability limits of the Council.

 

3.6    IT Programme – Bereavement Services System – The Bereavement Services, Cemeteries and Crematorium Central Office is responsible for the booking of all burials and cremations in the Council. At the moment the Service uses three separate systems to manage the processes around Cemeteries Management which are no longer fit for purpose and do not provide an effective or efficient way of managing the service. It has therefore been identified that there is a requirement for an effective information management system which will –

 

•   Provide an accurate and efficient booking system, decreasing the risk of double booking, and safeguarding the Council’s reputation;

•      Provide a link to corporate financial systems, to ensure effective financial governance;

•      Produce statistical information to departmental and corporate KPI’s;

•      Reduce reliance on manual processes and documentation, freeing officer time for the wider Bereavement Strategy;

•      Provide the potential to develop service enhancements in relation to activities including online opportunities, memorial safety, tree burials etc. emerging from the Bereavement Strategy

 

The proposed new system will provide one integrated solution which would deliver the above functionality with the addition of online functionality to deliver service enhancement opportunities.

 

3.7    It is now recommended that this project is progressed to Stage 3- Committed on the Capital Programme and the Director of Finance and Resources has recommended that a maximum of £50,000 be allocated to this project and has confirmed that this is within the affordability limits of the Council.

 

3.8    Committee is further asked to agree that the necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) for the two projects above be initiated with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver

 

         Add as Stage 1 – Emerging Project

 

3.9    Proposed relocation of Dunbar Link Cleansing Depot – Members will recall that in January 2017 they agreed the purchase of Commission House and that this is currently progressing.  At the time Members were advised that Commission House was located in close proximity to the Council’s Dunbar Link Cleansing Depot and Council public car park located opposite the depot. The depot and car park sites and the adjoining lands in private ownership, together with the Commission House site, could potentially provide a key city centre regeneration opportunity in this part of the city, subject to the satisfactory relocation of the cleansing depot site. In addition Members were further advised that between the car park and the depot is Dunbar Street, an adopted road, which primarily serves only the car park and the block of properties (4 no. buildings) within which the cleansing depot is located, but that consideration could be giving to the abandonment of this small stretch of road in order to provide a larger regeneration site.  Some initial discussions have taken place with the owner of the 2 adjoining sites with a view to potential redevelopment of the combined lands comprising the Council’s depot and car park sites and the privately owned sites.

 

3.10  It is therefore recommended that the proposed relocation of the Dunbar Link Cleansing Depot is added to the Capital Programme which will allow the options in relation to the future of the site to be worked up. This would include the car park site. Members are asked to note that this does not constitute an investment decision or a decision to close and re-locate either Dunbar Link or the car-park and that Members will be kept up to date in respect of the proposed options which emerge.  It is recognised that Dunbar Link is still a working location and the car-park is in operation as a parking facility. Therefore the Property & Projects Department will also work closely with the City & Neighbourhoods Department and the City Centre Team in progressing options for the site.

 

3.11  Hammer Development Playground – In May Committee approved a negotiated financial settlement of £250,000 from the Northern Ireland Housing Executive in relation to an Agreement dated 7th August, 2000 for the replacement of Tudor Place Playground and approved proposals for this capital receipt to be ring-fenced for the provision of a new playground at the Hammer. It is recommended that this project is now added to the Capital Programme to be funded by the ring-fenced financial settlement from the NIHE.

         Project Updates

 

3.12  Cathedral Gardens – In January 2016 the SP&R Committee endorsed their commitment to the redevelopment of Cathedral Gardens as part of Phase 3 of the Streets Ahead project (BSA3) and agree in principle to ringfence an allocation (up to a maximum of £5m) as part of this subject to final confirmation of the costs and a commitment from DfC for the delivery of Streets Ahead 3. This project is currently a Stage 2- Uncommitted scheme on the capital programme pending confirmation from DFC on the project.  Members are asked to note that the Council has recently received notification from DfC that given the continued uncertainty in respect of budgets in central government that the current procurement process for BSA3 is being terminated and that a new process will not commence until there is certainty around the budget position.  The City Growth and Regeneration Committee this month expressed real concern about this decision by the Department for Communities and agreed to write to them asking that they reconsider this position.  If they do not reconsider it is recommended that the redevelopment of Cathedral Gardens is held as a Stage 2 project pending confirmation of BSA3 being taken forward.  Members will recall that it had been agreed that the Buoys would be relocated as part of the redevelopment and it is recommended that this still progresses.

 

3.13  Financial and Resource Implications

 

Financial –The Director of Finance and Resources has confirmed that the City Hall West Wing - Outdoor Space including the Cenotaph and Memorial Gardens – Upgrade and Enhancements and the IT Programme – Bereavement Services System projects which are recommended to move to Stage 3 (see 3.5 and 3.7) are within the affordability limits

 

Costs for the other projects will be worked up as part of the Stage Approval process and brought back to Committee for further discussion before any decision to invest.

 

Resources – Resources from Property and Projects and appropriate departments in working up proposals in conjunction with groups.

 

3.14  Equality or Good Relations Implications

 

City Hall West Wing - Outdoor Space including the Cenotaph and Memorial Gardens – Upgrade and Enhancements – this project has been equality screened and has been screened out.”

 

            The Committee adopted the recommendations.