Client Services (Community and Leisure Services) Sub-Committee 5 October 2004
From Nigov
C2904
Tuesday, 5th October, 2004
MEETING OF CLIENT SERVICES (COMMUNITY AND LEISURE SERVICES) SUB-COMMITTEE
Members present: Councillor Cush (Chairman); the High Sheriff (Councillor Patterson); and Councillors D. Browne, Convery, Hutchinson, Lavery, Long, McCann, O’Neill, Stoker, Walsh and Wilson.
Also attended: Councillor A. Maskey.
In attendance: Mr. P. Lucas, Head of Recreation and
Community Development;
Mr. P. Kelly, Recreation Services Manager;
Ms. S. Moore, Community Services Manager; and
Mr. H. Downey, Committee Administrator.
Minutes
The minutes of the meetings of 7th and 13th September, which had been printed and circulated, were taken as read and signed as correct.
Expression of Sympathy
The Chairman (Councillor Cush), suggested that a letter expressing the Sub Committee’s sympathy and condolences be forwarded to Mr. M. Elder, Director of Client Services on the recent death of his father.
The Sub-Committee agreed accordingly.
Travellers’ Issues
(Mr. F. O’Hagan, Travellers' Liaison Officer, attended in connection with this item.)
Management and Status of Travellers’ Sites
The Sub-Committee considered the contents of a report which had been prepared by the Travellers' Liaison Officer in relation to the management and status of Travellers’ sites and appropriated land in Belfast.
Monagh Road Site
The Travellers' Liaison Officer reported that the initiative which had been undertaken recently by the inter-agency group, in partnership with site residents, had resulted in a significant improvement in the overall living conditions at the Monagh Road site and that partnership working on other issues was being considered.
Noted.
Glen Road Sports and Social Club
The Travellers' Liaison Officer informed the Members that the above-mentioned premises had been secured and that there had been no reported incidents of anti-social behaviour or vandalism during the past month. He reported that the quotation exercise which had been undertaken in respect of the demolition and clearance of the structure had been completed and that the work would be commenced in due course.
The Sub-Committee noted the information which had been provided.
Area ‘G’ Glen Road
The Travellers' Liaison Officer referred to the Group Housing Scheme which had been due for commencement at the above-mentioned location and explained that the Northern Ireland Housing Executive had acquired the site from the Council at a reduced price on condition that it provide sixteen accommodation units thereon. He reported that he had been given to understand that as few as six units would now be built due to the fact that a number of the families had indicated that they wished to reside within a site environment at the location and would not require the proposed dwellings.
During discussion, a Member voiced concern in relation to the delay in the commencement of the Group Housing Scheme and to the possible reduction in the number of accommodation units which would be provided. He recommended that the Northern Ireland Housing Executive be requested to provide clarification in relation to the proposed date of commencement of the Group Housing Scheme and whether the Scheme would differ from that which had been originally proposed.
The Sub-Committee noted the information which had been provided and adopted the recommendation.
Legislation to Control Unauthorised Encamping
The Travellers' Liaison Officer informed the Members that the Department for Social Development had published a revised Equality Impact Assessment outlining its comments in relation to forty-six responses to a previously published proposal to prepare new legislation to control unauthorised encamping. He stated that the proposed legislation would support the position adopted by the Council that Traveller accommodation, including the provision of Transit Sites, should be provided on a statutory basis by the Northern Ireland Housing Executive and the legislation enforced by the Police Service of Northern Ireland. He referred to that section of the Department’s Assessment Report which dealt with the problem of unauthorised encamping and advised the Sub-Committee that, since there were presently no Transit Sites located within Northern Ireland and the possibility that sufficient sites would not be provided in the near future, it had been recognised that the proposed legislation in respect of unauthorised encamping by Irish Travellers would be ineffective. However, the issue had been discussed at a recent meeting of the Director of Client Services and the Chief Executive of the Northern Ireland Housing Executive and a report providing an update in relation to the discussions and the proposed legislation would be submitted to a future meeting.
The Sub-Committee noted the information which had been provided.
Inter-Departmental Traveller Liaison Group
The Travellers' Liaison Officer reported that, in order to raise the profile of the Inter-Departmental Traveller Liaison Group’s activities and priorities, the Group had agreed that he should make presentations to each of the Council’s Departmental Management Teams. The first such presentation had been provided to the Health and Environmental Services Departmental Management Team on 10th September and a second had been scheduled for the October meeting of the Client Services Departmental Management Team.
He reported also that the new Director of the amalgamated Belfast Travellers’ Education and Development Group/Belfast Travellers’ Support Group, together with the new Director of Traveller Movement (Northern Ireland), had been invited to attend the Group’s meeting on 11th October. The Council’s Senior Human Resources Advisor (Employee Resourcing) had also been invited to attend on that date to advise on internal employment opportunities for the Traveller community.
Noted.
Illegal Encampments on Council Property
(Ms. D. Thornton, Principal Solicitor, attended in connection with this item.)
The Head of Recreation and Community Development submitted for the Sub Committee’s consideration a report, copies of which had previously been circulated, in relation to the illegal occupation of Council property by the Irish Traveller Community.
The Travellers' Liaison Officer informed the Sub-Committee that the next meeting of the Inter-Departmental Traveller Liaison Group would take place on 11th October and he suggested, as Ms. V. Harvey, Director of Traveller Movement (Northern Ireland), and Mr. D. Hannway, Director of the Belfast Travellers’ Education and Development Group/ Belfast Travellers’ Support Group, would be in attendance at that meeting, that it might be appropriate if those in attendance were to discuss the most appropriate means of addressing the problem of illegal encampments and their views on this matter to be submitted to the Sub-Committee for consideration.
After discussion, the Sub-Committee agreed to the foregoing course of action and agreed further to defer consideration of the report submitted by the Head of Recreation and Community Development to enable the views of the Inter-Departmental Traveller Liaison Group in relation to illegal encampments to be obtained.
Chinese Welfare Association
The Head of Recreation and Community Development submitted for the Sub Committee’s consideration a report, copies of which had previously been circulated, in relation to the development in the City of a Chinese community and resource centre. He reminded the Sub-Committee that it had agreed to invite representatives of the Chinese Welfare Association and the Chinese Chamber of Commerce to attend a future meeting and reported that a land search which had been undertaken by the Development Department had identified a site at Stranmillis Embankment appropriate for such use.
The Sub-Committee was informed that Ms. A. Lo and Mr. I. Strachan, representing the Chinese Welfare Association, together with Mr. F. Ho and Mr. K. Lee of the Chinese Chamber of Commerce, were in attendance and they were admitted to the meeting and welcomed by the Chairman (Councillor Cush).
Ms. Lo informed the Sub-Committee that the Chinese Welfare Association sought to develop in the City a community and resource centre which would enable it to provide at a single location a range of support services for the Chinese community in Belfast. She explained that such a facility would provide job training, linguistic and information technology skills, children and youth activities and advice in relation to welfare rights and social issues and would also, through the encouragement of its use by the wider community, seek to promote improved community relations.
Ms. Lo stated that the Association, during the period since 1997, had identified four possible locations in the City for the development of a centre and she outlined a number of reasons which had led to none of the sites having been developed. As a result, the Chinese community had been using various church halls for the provision of elderly/youth/women’s groups and after-schools clubs. It had also been utilising facilities within the Council’s community centres for such purposes and it was felt that, in some instances, this was not welcomed by other users. She stated also that the Association was being charged currently £11,000 per annum for the rental of an office at a location in Donegall Pass where ten members of staff were accommodated in cramped conditions in two ground floor rooms and which made no provision for the undertaking of other activities.
She informed the Members that the Chinese Welfare Association represented approximately 8,000 Chinese people in Northern Ireland, of which 4,000 resided in Belfast making it the largest ethnic minority group in the City. She pointed out that the Council provided twenty-two community centres and that there was also an Indian community centre and a Belfast Islamic Centre located in Belfast. She expressed the view, therefore, that the Council should, in the context of its Good Relations Strategy, lend its support to the development of a Chinese community and resource centre.
Ms. Lo advised the Sub-Committee that a needs analysis and economic appraisal which had been undertaken in respect of a proposed site in Donegall Pass had indicated that a community and resource centre would cost approximately £1 million to develop. She stated that the Association had raised £700,000 towards this sum and requested that the Council meet the shortfall of £300,000 or, alternatively, make available a portion of land which had been identified at the Stranmillis Embankment for the development of the centre. She pointed out that it was anticipated that the development of a centre at this location would not attract local opposition and, whilst the Planning Service had designated the land for open space, she hoped that, with the Council’s support, it might be possible to obtain planning permission. She concluded by stating that the Chinese Welfare Association would be seeking funding from the Belfast Regeneration Office and she sought the support of the Council in this regard.
A Member informed the deputation that the Council recognised and valued the contribution made by the Chinese community to the vibrancy of the City. He suggested, however, that the provision of a community and resource centre for use solely by the Chinese community could be seen as it’s segregating itself from other communities in the City. He pointed out that groups were often facilitated within Council community centres.
In response, Ms. Lo informed the Members that the development of a community and resource centre would centralise the Association’s services and provide a multi-purpose hall, a library, conference and training rooms and play-group facilities, all of which would be made available for use by the wider community. She expressed the view that such a centre would provide the Chinese community with a sense of ownership which was not experienced at other locations. In response to a question from a Member, Ms. Lo provided details of the anticipated revenue costs associated with the proposed centre. The members of the deputation then thanked the Sub Committee for receiving them and they retired from the meeting.
During discussion, several Members expressed the view that the development of a Chinese community and resource centre would provide an important resource for use by all communities and an opportunity for the Chinese population to integrate with the wider population. Also, the Council’s support of the development of such a Centre would enhance its reputation in recognising the diversity of cultural groups within the City.
In response, to a Member’s suggestion that the views of the Director of Legal Services should be sought in relation to the disposal of the site at the Stranmillis Embankment, the Head of Recreation and Community Development stated that the area of land was managed currently by the Parks and Amenities Sub Committee and that any decision in relation to its disposal would be required to be undertaken by that Sub-Committee. He added that he would be in agreement with the Council’s supporting the Association in its seeking funding from the Belfast Regeneration Office and that this would involve no financial commitment on the part of the Council.
After further discussion, the Sub-Committee agreed:
(i) to support, in principle, the development of a Chinese community and resource centre;
(ii) that the Parks and Amenities Sub-Committee be requested to make available that portion of land at Stranmillis Embankment for use as a Chinese community and resource centre, subject to the Director of Legal Services providing clarification in relation to land disposal issues; and
(iii) that the Council supports the Chinese Welfare Association in its seeking funding for the centre from the Belfast Regeneration Office.
Demolition of Maysfield
The Recreation Services Manager reported that the Maysfield Leisure Centre had closed for business on 31st July and that, during a period of approximately six weeks thereafter, all equipment had been removed for use within other recreation centres, operating plant had been decommissioned and the building secured. He explained that a programme of works would be initiated over the forthcoming months which would include the undertaking of an asbestos survey and the removal of this substance from the building, the invitation of tenders during November for the demolition of the Centre and the demolition of the facility in January, 2005, at a cost of approximately £350,000.
He reported further that a request had been received from a television production company seeking permission to use for a four-week period, prior to the commencement of the programme of works, some of the facilities within the Centre for the filming of a programme entitled “Breakfast on Pluto”. The use of the Centre had been agreed in consultation with the Chairman (Councillor Cush) and a fee of £8,000 had been negotiated with the company.
After discussion, during which several Members expressed concern that the request had not been submitted for the prior approval of the Sub-Committee, the Sub Committee noted the information which had been provided.
Community Awards
The Community Services Manager reminded the Sub-Committee that, during an information exchange visit to South Dublin County Council, primarily in respect of Traveller issues, Members had attended an Annual Community Awards Presentation which provided recognition of the work of community and voluntary groups based in the South Dublin area. She reminded the Sub-Committee further that, at its meeting on 3rd August, it had agreed to approve, in principle, the hosting of an Annual Community Awards Scheme, subject to a further report providing detailed proposals being submitted to a future meeting.
The Community Services Manager provided details in relation to proposed costs, venues and categories of awards. She explained that the likely cost of the event would range between £13,250 and £20,250 depending on whether a cash award of £500 was given with the trophies which would be presented in each of seven categories and also on the level of hospitality to be provided. She pointed out that this expenditure had not been included within the Community Support Plan and would require, therefore, some of the tasks identified in the Plan being deferred or additional resources being included in the Estimates of Revenue Expenditure for 2005/06.
During discussion, several Members expressed the view that the hosting of an Annual Community Awards Scheme would enable the Council to recognise the work which was undertaken by community and voluntary groups throughout the City and it was suggested, in view of the large number of awards ceremonies in which the Council Departments were involved, that consideration should be given to the staging of a single ceremony which could attract major sponsorship and from which maximum impact could be derived.
In response, the Head of Recreation and Community Development stated that major sponsors would be likely to wish to gauge the success of such an event in its first year before considering whether to commit financial assistance in subsequent years.
After further discussion, the Sub-Committee agreed that the establishment of an Annual Community Awards Scheme be considered by the Cross-Party Working Group on Community Issues and a report thereon be submitted to a future meeting.
URBACT Young Citizens Project – European Union Programme Funding
The Community Services Manager informed the Sub-Committee that the Community Services Section, in conjunction with the European Unit of the Development Department, had identified an opportunity for a group of young people from the City to participate in an international project aimed at encouraging young adults to become active citizens and to share learning experiences across Europe. She reported that the project, which would last for approximately two years and involve six other European cites, would consider youth participation in policy development and in institutions at both local and European level and would address themes such as Personal and Citizenship Development, Youth Employment/Unemployment, Crime and Drugs Misuse, Democracy and Decision Making and The Environment and Healthy Living.
She explained that the project would be conducted through a series of local working groups and an information exchange and the techniques for sharing experience and learning would include the use of information technology and the compilation of a series of reports which would culminate in the publication of a final report in May, 2006. Ten young adults aged between sixteen and twenty-five years would be afforded the opportunity to engage in the project which it was anticipated would be developed further in partnership with the Belfast Educational and Library Board’s Youth Service, Youth Action Northern Ireland and the Northern Ireland Youth Forum. She added that the Council would, through its participation in the project, attract approximately €7,634 of grant aid which would contribute towards the international exchange element of the project, with the Community Services Unit allocating resources equating to approximately €25,000, through the commitment of staff time and the use of the premises for the local element. As all costs would be met from within the current Revenue Estimates, she recommended that the Sub-Committee agree to the Council’s participation in the URBACT Young Citizens Project.
After discussion, the Sub-Committee adopted the recommendation.
Leisure Centre Management Structure – Implementation Process
The Recreation Services Manager submitted for the Sub-Committee’s consideration the undernoted report in relation to the implementation of the revised Leisure Centre Management structure:
“Purpose of Report
To provide Members with an update on progress in relation to the implementation of the revised Leisure Centre Management structure of 1 Manager, 2 Assistant Managers and 2 Recreation Officers.
Background
During preparation for Compulsory Competitive tendering in the early 1990’s, the posts of Area Contract Manager and Assistant Area Contract Manager were created within the Contract Services Department, Leisure Services Section. In 2003 the post of Area Contract Manager was replaced with the post of Leisure Centre Manager through a process of categorisation, redeployment and recruitment.
At a Community and Leisure Services Sub Committee meeting on 14 February 2004, Members approved a Leisure Centre management structure of one Manager, two Assistant Managers and two Recreation Officers and discussions have been ongoing with employee representatives with regard to implementation of this approved structure.
Current Situation
In order to implement the revised management structure at Leisure Centres it has been necessary to review the current job description and shift patterns of Assistant Area Contract Managers on the same basis as the previous review of the Area contract Manager post.
A draft job description and shift pattern has been developed which adequately reflect the business requirements of the post. Consultation with employee representatives has been initiated with a view to reaching agreement and implementation through a categorisation process.
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Sub-Committee, Tuesday, 5th October, 2004 2912
Should the categorisation process conclude that the revised arrangements substantially alter the current post of Assistant Area Contract Manager, it is envisaged that the new post of Leisure Centre Assistant Manager be filled, possibly through redeployment or a ring fenced recruitment process. We do not envisage that compulsory redundancies will result from this process.
Shift patterns of Recreation Officers have also been reviewed, in order that the revised management structure may be implemented and proposals have been presented to employee representatives, as part of a consultation process.
Resources
Resources to support the above process will be met from currently approved revenue budgets.
Environmental Impact
None.
Equality Impact
There are no relevant equality considerations.
Decision / Recommendation Required by Members
Members are asked to approve arrangements for implementation of the Leisure Centre Management structure of one Leisure Centre Manager, two Leisure Centre Assistant Managers and two Recreation Officers, through a consultation and categorisation process, where appropriate.
It is our intention to seek agreement from employees in relation to proposed job descriptions and shift patterns, however should this not be possible to achieve, approval is sought to implement the revised management structure with appropriate job description and shift patterns applying.”
The Sub-Committee agreed to grant the approvals sought within the report.
Loughside Recreation Centre
The Head of Recreation and Community Development informed the Sub Committee that an application had been received from a representative of the Fifes and Drums Historical Society requesting the hire of the sports hall and social area within the Loughside Recreation Centre for the staging, on Saturday, 27th November, of an Ulster Scots awareness event. He pointed out that the Society would be charged the appropriate fee in accordance with the Council’s approved charging schedule. Accordingly, he recommended that the Sub-Committee approve the application which had been submitted by the Fifes and Drums Historical Society, subject to the applicant’s compliance with the relevant insurance and licensing requirements.
The Sub-Committee adopted the recommendation.
Andersonstown Leisure Centre – Ulster Bank Parking Space
The Sub-Committee was reminded that, at its meeting on 7th February, 2002, it had agreed, in principle, that a parking space be designated at Andersonstown Leisure Centre close to the Ulster Bank entrance for the use of the Bank’s security company, subject to the completion of a suitable Licence Agreement.
The Head of Recreation and Community Development informed the Members that, under the terms of the Licensing Agreement, a fee of £500 per annum had been agreed, subject to it being reviewed on 16th July in the ensuing two years. He stated that it had been agreed also that the revised fee be increased in line with increases in the Retail Price Index which, on this basis, would result in the rent being increased to £515 per annum for the year commencing 16th July, 2003 and to £531 with effect from 16th July, 2004 and he recommended accordingly.
The Sub-Committee adopted the recommendation.
South Belfast Leisure Centre
The Sub-Committee was reminded that, at its meeting on 7th September, it had agreed to defer to a special meeting consideration of the options for the replacement of the Maysfield Leisure Centre to enable clarification to be obtained from PricewaterhouseCoopers in relation to a number of issues which had been raised. The Head of Recreation and Community Development reported that the special meeting would be held on Thursday, 4th November at 12.00 noon.
He reported further that Council officers had, in conjunction with PricewaterhouseCoopers, reviewed the issues raised and, in this regard, he drew the Members’ attention to Appendix A of a report, copies of which had previously been circulated, which provided clarification of the issues in advance of the special meeting. He added that he had invited each of the Party Groupings represented on the Council to meet with him with a view to outlining in detail to them the proposals in relation to the development of a leisure facility in South Belfast.
The Sub-Committee noted the information which had been provided and agreed that the Members of the Client Services Committee, together with representatives of PricewaterhouseCoopers, be invited to attend the special meeting on 4th November.
Dates of Special Meetings
The Sub-Committee noted that a special meeting, to consider further the validity of a number of appeals which had been received from community organisations in respect of the rejection of their applications for funding, would take place at 4.00 p.m. on Tuesday, 12th October and that a further special meeting, to consider issues in relation to the Ballymacarrett Recreation Centre and the Beechmount and Shankill Leisure Centres, would be held at 12.00 noon on Thursday, 21st October.
Broadbanding and Competency Framework in Recreation Services
The Sub-Committee was reminded that, at its meeting on 27th May, it had agreed to the development of a competency and broadbanding framework for staff employed within the Recreation Services Section. Subsequently, at its meeting on 7th September, it had agreed that, as a first phase in introducing the framework across the Recreation Services Unit, discussions should be initiated with employee representatives with a view to implementing a structure reflecting a competency/broadband concept at Falls Leisure Centre in the first instance.
The Head of Recreation and Community Development informed the Members that a number of meetings had taken place with employees and their Trades Union representatives which had centred initially on raising awareness in relation to the principles of competency-based broadbanding and, subsequently, representatives had been invited to work with management in order to develop the necessary framework for the process. He reported that, whilst some employee representatives had been interested in the concept of competency/broadbanding, there appeared to be a reluctance presently among representatives to accept the invitation to build the required framework. He added that discussions had taken place with representatives in relation to developing a staff structure which would meet the service requirements of the new Falls Leisure Centre and that discussions in this regard were ongoing. However, in order to meet deadlines compliant with the projected timeframe for the opening of the new Falls Leisure Centre, it was anticipated that a staff structure would be presented to the Sub-Committee at its meeting in November.
The Sub-Committee noted the comments of the Head of Recreation and Community Development.
Franchise Catering Contracts for Leisure Centres
The Head of Recreation and Community Development reported that the Recreation and Community Development Section provided currently a catering outlet for customers at the Andersonstown, Avoniel, Ballysillan, Olympia and Shankill Leisure Centres. He explained that these outlets were operated on a renewable franchise basis by contracted suppliers who paid a monthly fee to the relevant Leisure Centre and that the franchise at each of the Centres had expired recently. Accordingly, a procurement exercise had been conducted in order to establish new contractual arrangements, with prospective franchisees being afforded the opportunity to tender for the provision of services at more than one Centre.
He stated that, in response to public advertisement, tenders had been received from the current franchisees at each of the Leisure Centres, together with an additional tender submitted in respect of Ballysillan Leisure Centre. These tenders had been assessed, using a range of pre-agreed criteria, by staff of the Recreation and Community Development Section and the Procurement Unit and accordingly the undernoted contracts for franchise catering had been awarded, with effect from 1st November, 2004 till 31st October, 2006, with the option for renewal annually up to a date not later than 31st October, 2008:
(i) Andersonstown Leisure Centre – Mamie’s Deli-Café, 11 Mountpottinger Road, Belfast
(ii) Avoniel Leisure Centre – The Gallery Restaurant, 262 Cregagh Road, Belfast
(iii) Ballysillan Leisure Centre – J and S Catering, 266 Cambrai Street, Belfast
(iv) Olympia Leisure Centre – Vera’s Café, 23 Old Throne Park, Newtownabbey
(v) Shankill Leisure Centre – J and S Catering, 266 Cambrai Street, Belfast
The Sub-Committee noted the information which had been provided.
East Belfast Leisure Centre
The Sub-Committee noted that a report in relation to a proposed partnership arrangement for the provision of an indoor leisure facility in East Belfast would be submitted to its monthly meeting in November.
Chairman
