Policy and Resources Committee 23 September 2005
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Policy and Resources Committee
Friday, 23rd September, 2005
MEETING OF POLICY AND RESOURCES COMMITTEE
Members present:Councillor A. Maskey (Chairman); the High Sheriff (Councillor D. Browne); and Councillors M. Browne, Cobain, Crozier, D. Dodds, Jones, Lavery, McCann, McCausland, Moore, Newton, Rodgers, Rodway and Smyth.
In attendance:
- Mr. P. McNaney, Chief Executive;
- Mr. C. Quigley, Director of Legal Services;
- Mr. T. Salmon, Director of Corporate Services;
- Mr. L. Steele, Head of Committee and Members’ Services; and
- Mr. J. Hanna, Senior Committee Administrator.
Apologies
Apologies for inability to attend were reported from Councillors Attwood, Hartley and Template:Bcc0506-O’Reilly.
Minutes
The minutes of the meeting of 19th August, which had been printed and circulated, were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 1st September.
Financial Matters
Audit Panel
Resolved – That the minutes of the meeting of the Audit Panel held on 8th September, copies of which had previously been circulated, be approved and adopted.
Finance, Administration and Information Systems Sub-Committee
The minutes of the meetings of the Finance, Administration and Information Systems Sub-Committee of 25th August and 20th September, copies of which had previously been circulated, were approved and adopted.
The Big Lottery Fund - Living Landmarks Programme
The Committee considered the undernoted report regarding the proposed submission of an application to the Big Lottery Fund.
The Committee approved the submission of an application to the Big Lottery Fund in respect of the North Foreshore Project.
Common Purpose Belfast – Request for Funding
The Committee was informed that in previous years it had provided support in respect of the Belfast Common Purpose Matrix Programme. It was reported that correspondence had been received on behalf of Common Purpose requesting the Committee to provide funding for two bursaries, in the sum of £7,900, for the 2006 Programme and it was recommended accordingly.
The Committee adopted the recommendation.
Tender for City Hall Centenary Exhibition
The Committee was advised that one of the main projects associated with the City Hall Centenary Programme was the creation of a high quality public exhibition which would highlight the history of the City Hall and events associated with the building. The Exhibition would be located in the East Wing of the City Hall and would provide a unique focal point for visitors and school children. It had been estimated that between 40,000 and 50,000 individuals would visit the Exhibition.
It was reported that, in response to public advertisement, seven tenders had been received for the design and installation of the Exhibition. The tenders had been assessed in accordance with pre-agreed criteria and, following evaluation and interviews with the companies which had been short-listed, it was recommended that the tender submitted by Rodney Miller Associates, Belfast, in the sum of £76,260, be accepted.
After discussion, during which the Committee was advised that the recommended tender had been considered to be the most advantageous based on quality and cost, the Committee adopted the recommendation.
Medium Term Financial Plan 2006/2009
The Committee was advised that the Members’ Improvement Board, at its meeting on 23rd August, had noted the latest projections which had been made in Version 3 of the Medium Term Financial Plan; agreed high level guidelines of efficiencies to be made in the budget for the next three years, that is £1 million in 2006/2007 and £750,000 in each of the following two years; and recommended that a special meeting of the Policy and Resources Committee be held in order to finalise the 2006/2007 Capital Programme.
The Committee approved the high level guidelines of efficiencies and adopted the recommendation in relation to the holding of a special meeting.
Political Processes and Members’ Issues
Members’ Sub-Committee
Resolved – That the minutes of the meeting of the Members’ Sub Committee held on 19th September, copies of which had previously been circulated, be approved and adopted.
Members’ Allowances
Arising out of discussion on the above-mentioned item, the Chief Executive emphasised that he had made the case in a number of forums that Elected Members were not properly remunerated. He reminded the Committee that the Local Government Division of the Department of the Environment had established a Remuneration Working Group to examine the issue of payments to Members and it was imperative that the case in favour of an enhanced package for Members be put to the Working Group in the strongest possible terms.
Noted.
Minutes of the Meetings of the Belfast District Policing Partnership and its Sub-Groups
The Head of Committee and Members' Services reminded the Committee that, although the Code of Practice on the Function and Responsibilities of District Policing Partnerships did not require that the minutes of private meetings of the Partnership be submitted to the Council, he had advised the Members of his intention to submit periodically the minutes of the meetings of the Belfast District Policing Partnership and its Sub-Groups. He informed the Members that he would not in future be submitting the aforementioned minutes to the Committee for notation though he undertook to provide in the Members’ Library at regular intervals a bound copy of the minutes.
After discussion, the Committee noted the contents of the minutes of the meetings of the Belfast District Policing Partnership and its Sub-Groups which had been held on 17th, 19th and 24th May and 16th, 20th (2), 21st (3), 22nd (2), 23rd (2), 27th and 30th June and approved the revised arrangements for the provision of the minutes of future meetings.
Nomination to the Northern Ireland Policing Board of Independent Members
The Committee was reminded that the Belfast District Policing Partnership comprised nineteen Members, that is, ten Political representatives nominated from amongst the Political Parties on the Council on the basis of their respective strengths as at the Local Government Elections in May, 2005 and nine Independent Members.
The Head of Committee and Members' Services reported that the term of office of the current Partnership was due to end on 30th November and the Council had already nominated Members to sit as political representatives on the newly constituted Partnership, which would commence with effect from 1st December. The Statutory Code of Practice on the Appointment of Independent Members to District Policing Partnerships required the Council to appoint a shortlisting and interviewing panel for the purpose of determining which of the independent applicants were suitable for appointment. The interview panel had now completed its work and had drawn up a list of appointable candidates. The Statutory Code, at paragraph 77, required the Council to nominate formerly to the Policing Board those persons found suitable by the interview panel, though the Council was required also to maintain the confidentiality of the names of the persons considered to be appointable. Accordingly, he submitted for approval a list, copies of which were tabled at the meeting, of applicants considered appropriate for nomination to the Belfast District Policing Partnership.
The Committee approved the list of Independent Members to be nominated to the Northern Ireland Policing Board as suitable for appointment to the Belfast District Policing Partnership.
Electoral Reforms – Registration and Political Donations
The Head of Committee and Members' Services submitted the undernoted report in relation to proposals for amendments to electoral registration and the receipt of political donations.
The Committee adopted the recommendation.
2006 Somme Pilgrimage
The Head of Committee and Members' Services informed the Committee that correspondence had been received from the Somme Association Limited enquiring if the Council would wish to be represented on the 2006 Pilgrimage to the Somme, France from 28th June till 2nd July, 2006. The Pilgrimage, to mark the 90th Anniversary of the Battle of the Somme, would follow the route taken by the 36th (Ulster) and 16th (Irish) Divisions during their service in the First World War and Services of Commemoration would be held in both Thiepval and Guillemont.
He reminded the Members that in 2005, on the 89th Anniversary of the battle, the Committee had authorised the attendance on the Somme tour of a representative of each of the Party Groupings on the Council. The Members who had attended the event had found it informative and worthwhile in that several of the ceremonial occasions had been attended by many other dignitaries and officials, which afforded an opportunity for contacts to be made and relationships to be developed on a range of topics and for the profile and image of Belfast to be promoted. He indicated, however, that the Somme Pilgrimage Tour coincided with the Council’s own Somme Remembrance ceremony.
The Committee agreed that one Member from each of the Party Groupings represented on the Council, together with the Head of Committee and Members' Services (or his nominee), be authorised to participate on the Somme Pilgrimage from 28th June till 2nd July and approved the payment of the appropriate fees, together with the necessary travel, subsistence and attendance allowances in connection therewith.
Deputy Lord Mayor’s and High Sheriff’s Personal and Entertainment Allowances
The Committee was reminded that, at its meeting on 24th June, consideration of an increase in allowances payable to the Deputy Lord Mayor and the High Sheriff had been deferred to enable research to be undertaken to establish if the allowances were comparable to those paid by Local Authorities of a similar size in other regions of the United Kingdom.
The Head of Committee and Members' Services informed the Committee that the results of the research had demonstrated that the allowances payable were comparable and therefore he was not able to recommend that the Committee increase the allowances for the current year by more than the rate of inflation, which was currently running at 3%. Accordingly, he recommended that the Deputy Lord Mayor’s and the High Sheriff’s Personal Allowances for the year commencing 1st June, 2005 be increased to £4,510 per annum and the Entertainments Allowance of both Officer bearers be increased to £600 per annum.
The Committee adopted the recommendation.
Corporate Strategic Issues
Civic Leadership
Improvement/Efficiency Agenda – Members’ Improvement Board
(Mr. G. Millar, Director of Improvement, attended in connection with this item.)
The Committee considered the undernoted report which provided an update in relation to the Council’s Improvement/Efficiency Agenda.
After discussion, the Committee endorsed the course of action as outlined in the report on the understanding that full and detailed reports in relation to the various issues requiring decisions would be submitted to the Committee as necessary and granted authority for the Party Group Leaders who were unable to attend the initial Members’ Development Programme in Kells from 28th till 30th September to appoint nominees.
Legal Issues
Proposed Bye-Laws for the Prevention of Street Nuisances
The Committee agreed to defer until its monthly meeting in October consideration of a report in relation to the proposed introduction of Bye-laws for the prevention of street nuisances to enable the Party Groupings on the Council to discuss the implications of the proposals contained therein.
Good Relations and Equality Issues
Good Relations Funding – Grant Applications
The Committee was advised that applications for Good Relations Grant-Aid had been received from six organisations. The applications had been assessed using pre agreed criteria and a schedule of the requests, together with the recommendations thereon of the Good Relations Steering Panel, is set out below:
| Organisation | Recommendation £ |
| Youth Empowerment Scheme | 9,700 |
| Forthspring Inter-Community Group | 10,000 |
| North and West Belfast Parades and Cultural Forum | 2,800 |
| Ardoyne/Shankill Healthy Living Project | 1,500 |
| Community Convention and Development Company Limited | 4,910 |
| Sligo Presbyterian Church Celebrations | Nil |
North and West Belfast Parades and Cultural Forum
(Councillors Cobain and McCausland declared an interest in this application and consequently took no part in either the discussion or the vote in relation thereto.)
Moved by Councillor M. Browne, Seconded by Councillor Lavery,
That the Committee agrees to defer consideration of the application which had been submitted by the North and West Belfast Parades and Cultural Forum to enable further information to be obtained in relation to the funding of the training of marshals for parades and public gatherings.
On a vote by show of hands six Members voted for the proposal and five against and it was accordingly declared carried.
Schedule of Applications
The Committee adopted the remaining recommendations in respect of the applications for Good Relations Funding as set out in the aforementioned schedule.
St Patrick’s Day 2006
The Committee considered a report, copies of which had previously been circulated, in relation to the proposals for the staging of an outdoor event to be held on St. Patrick’s Day 2006.
After discussion, the Committee agreed to defer until its next monthly meeting consideration of the report to enable Council officers to undertake further discussions with each of the Party Groupings on the Council in relation to a number of issues which had been raised by the Members, including the terms and conditions of entry, security in and around the venue and a proposed carnival procession.
Policy Issues
Policy and Performance Review Sub-Committee
Resolved – That the minutes of the meeting of the Policy and Performance Review Sub-Committee held on 14th September, copies of which had previously been circulated, be approved and adopted.
Human Resources Issues
Personnel Sub-Committee
The Committee approved and adopted the minutes of the meeting of the Personnel Sub-Committee of 8th September, copies of which had previously been circulated.
Structural Review: Good Relations Unit
The Committee agreed to defer until its next scheduled meeting consideration of a report in relation to a Structural Review of the Good Relations Unit.
Accommodation and Hospitality
Requests for the Use of Accommodation in the City Hall and the Provision of Civic Hospitality
The Committee was advised that a number of requests for the use of accommodation in the City Hall and the provision of civic hospitality had been received from various Bodies. A schedule of the applications, together with an indication as to whether they fell within the criteria approved by the Committee and the recommendations thereon of the Head of Committee and Members' Services, is set out below:
| Organisation/ Body | Event/Date – Number of Delegates/Guests | Request | Comments | Recommendation |
|---|---|---|---|---|
| Department of the Environment | Launch of the Northern Ireland Sustainable Development Strategy
8th December, 2005 (morning) Approximately 200 Attending | Use of City Hall | This strategy aims to modernise Northern Ireland so as to make society more resource-efficient. The strategy hopes to drive innovation, new jobs, growth and welfare.
This event meets the Council’s Corporate Strategic Objective of Improving quality of life now and for future generations. | Use of City Hall |
| British Broadcasting Corporation Northern Ireland | The Briitish Broadcasting Corporation
Ruby Awards 27th April, 2006 (evening) Approximately 250 Attending | Provision of Civic Hospitality in the form of a Drinks Reception | This event seeks to recognise the journalistic excellence for local and national journalists/presenters.
This event meets the Council’s Corporate Strategic Objective of Providing Civic Leadership. | Civic Drinks Reception in the form of Wines/Soft Drinks |
| Volunteer Development Agency | Event to mark the end of the 'Year of the Volunteer’
16th December, 2005 (evening) Approximately 200 Attending | Provision of Civic Hospitality in the form of a Drinks Reception | This event aims to highlight the positive impact of volunteering and seeks to recognise and show appreciation to all those who have volunteered across many different areas throughout the year.
This event meets the Council’s Corporate Strategic Objective of Providing Civic Leadership.
| Civic Drinks Reception in the form of Wines/Soft Drinks |
| Northern Ireland Childminding Association (NICMA) | Childminding Awards Ceremony
9th May, 2006 (evening) Approximately 350 Attending | Provision of Civic Hospitality in the form of a Drinks Reception | This event seeks to recognise the training achievements of childminders who have completed training in order to improve the quality of their childcare for children, families and communities.
This event meets the Council’s Corporate Strategic Objectives of Providing Civic Leadership and Improving quality of life now and for future generations.
| Civic Drinks Reception in the form of Wines/Soft Drinks |
| Young Enterprise Northern Ireland | Young Enterprise Entrepreneurship Masterclass
16th November, 2005 (morning) Approximately 275 Attending | Use of City Hall | This event aims to help young people to develop the attitudes and skills for enterprise, personal success, lifelong learning and employability.
This event meets the Council’s Corporate Strategic Objective of Improving quality of life now and for future generations and in addition would contribute to the Council’s key priority issue of Improving services for children and young people.
| Use of City Hall |
| Common Purpose | Changing Leaders, Leading Change Programme
7th December, 2005 (all day) Approximately 45 Attending | Provision of Civic Hospitality in the form of a Civic Luncheon | This event aims to develop the leadership skills of people and provide them with the knowledge to affect positive change in their own lives, their organisations and society as a whole.
This event meets the Council’s Corporate Strategic Objectives of Improving quality of life now and for future generations and Providing Civic Leadership.
| Civic Luncheon |
| Belfast Junior Chamber of Commerce | Youth Parliament
30th November, 2005 (morning/afternoon) Approximately 100 Attending | Use of City Hall | This event seeks to enable children from 50 schools across the community the opportunity to debate a current topic.
This event meets the Council’s Corporate Strategic Objectives of Improving quality of life now and for future generations and Promoting Good Relations and in addition would contribute to the Council’s key priority issue of Improving services for children and young people.
| Use of City Hall |
| The Royal Air Force | Dinner to mark the contribution of the VE/VJ Coastal Command Veterans
13th December, 2005 (evening) Approximately 400 Attending | Provision of Civic Hospitality in the form of a Civic Dinner | This event seeks to celebrate the contribution of the veterans to the Battle of the Atlantic and Victory in Europe and Japan. This event will reflect the close association that exists between the City and the Royal Air Force.
This event meets the Council’s Corporate Strategic Objective of Providing Civic Leadership.
| Civic Dinner |
| Virtual Global Taskforce | International Conference
15th November, 2005 (evening) Approximately 300 Attending
| Use of City Hall and the provision of a pre-dinner drinks reception | It is estimated that
300 delgates will be staying in accommodation in Belfast. | Pre-dinner drinks reception |
| DeLorean Owners Association | International Conference
26th May, 2006 (evening) Approximately 300 Attending
| Use of City Hall and the provision of a pre-dinner drinks reception | It is estimated that
250 delgates will be staying in accommodation in Belfast. | Pre-dinner drinks reception |
| Northern Ireland Tourist Board | International Conference
8th December, 2005 (afternoon) Approximately 200 Attending
| Provision of Civic Hospitality in the form of a Drinks Reception | It is estimated that
160 delgates will be staying in accommodation in Belfast. | Civic Drinks Reception in the form of Wines/Soft Drinks |
| British Association of Cardiac Rehabilitation | International Conference
29th September, 2006 (evening) Approximately 400 Attending
| Use of City Hall and the provision of a pre-dinner drinks reception | It is estimated that
300 delgates will be staying in accommodation in Belfast. | Pre-dinner drinks reception |
The Committee adopted the recommendations contained within the schedule submitted.
Request for Permission to Hold Secular Memorial Service
The Committee was advised that a request had been received to hold in the City Hall a secular memorial service.
After discussion, the Committee agreed, since the application did not meet the criteria governing the use of the City Hall which had been established by the Committee, that it would not be appropriate to create a precedent by acceding to the request.
Civic Buildings and Property Care
Representation on Fair Trade Belfast Steering Group
The Committee agreed that one representative from each of the Party Groupings on the Council be nominated to serve on the Fair Trade Belfast Steering Group.
Annual Remembrance Parade
The Committee was advised that a request had been received from the Apprentice Boys of Derry (Belfast and District) for permission to use the City Hall Grounds and the Cenotaph for their Annual Remembrance Parade on Saturday, 12th November, 2005. In addition, the organisation had requested that the Council provide a public address system for the service at the Cenotaph.
It was reported that this was an annual request which the Council had agreed to in previous years. However, it was the first time that a request had been received for the Council to provide a public address system.
After discussion, it was
Moved by Councillor McCausland, Seconded by Councillor Cobain,
That the Committee agrees to accede to the request from the Apprentice Boys of Derry (Belfast and District) for the use of the City Hall Grounds and the Cenotaph for its Annual Remembrance Parade, authorises the use of a public address system for the service at the Cenotaph and agrees further that a public address system be provided for all similar Remembrance Services being held at the Cenotaph in the future.
On a vote by show of hands eight Members voted for the proposal and five against and it was accordingly declared carried.
Chairman
