Belfast City Council Community and Recreation Committee Minutes 16 August 2005

From Nigov

C143

Community and Recreation Committee

Tuesday, 16th August, 2005

MEETING OF COMMUNITY AND RECREATION COMMITTEE

Members present: Councillor O’Neill (Deputy Chairman) (in the Chair); the Deputy Lord Mayor (Councillor Convery); and Councillors Adamson, Attwood, M. Browne, Campbell, Ekin, Hendron, Humphrey, McClenaghan, McCoubrey, Mullaghan, Ní Chuilín, Rodgers, Stalford and Wilson.

Also attended: Councillors D. Browne and Kelly.

In attendance: Mr. M. Elder, Director of Community and Recreation; Mr. P. Lucas, Head of Community and Leisure Services; Mr. M. Parkinson, Head of Parks and Cemeteries Services; Mr. S. Glynn, Finance and Administration Manager, The Belfast Waterfront Hall; and Miss L. Hillick, Committee Administrator.

Apologies

Apologies for inability to attend were reported from the Chairman (Councillor Stoker) and Councillors McMillen and McCann.

Minutes

The minutes of the meeting of 21st June, 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 4th July, subject to:

(a) the amendment of the decision of the Community and Recreation (Community and Leisure Services) Sub-Committee of 7th June under the heading “Support for the Voluntary Sector: Resource Centres”, as adopted by the principal Committee at its meeting on 21st June, to provide that:

(i) the Community Development Support Grant (Capacity Building) be introduced with effect from 1st October, 2005; (ii) the final award from the Community Development Support Grant (Resource Centre), equivalent to six months funding, be made to those groups which had received funding under that grant heading during the financial year, 2004/2005; and (iii) the Council makes available, on request, professional support to facilitate the bidding process for grant-aid; and

(b) the amendment of the decision of the Community and Recreation (Community and Leisure Services) Sub-Committee of 7th June under the heading “Support for the Voluntary Sector: Advice Centres”, as adopted by the principal Committee at its meeting on 21st June, to provide that the Council agrees to allocate funding in respect of the agreed plans for Advice Centres in the South and East of the City; agrees to allocate the available funding for Advice Services in North Belfast to the North Belfast Advice Partnership and to write to the North Belfast Citizen’s Advice Bureau suggesting that it agrees to take up the Partnership’s offer to participate on an equal basis with the other members of the Partnership; and

(c) in respect of West Belfast, to allocate funding in the same proportion as in the financial year 2004/2005, subject to the total level of funding being increased by 3%.

Performance Management and Appraisal Scheme

The Committee was reminded that the Council had approved a Performance Management and Appraisal Scheme for the Chief Executive, Chief Officers and Heads of Service. The Scheme provided that each Chief Officer post would be appraised by a Panel comprising the Chairman and the Deputy Chairman of the relevant Committee (or their nominees), a third Member of the relevant Committee and the Chief Executive.

The Committee agreed that the Chairman, the Deputy Chairman (or their nominees) and Councillor Hendron be nominated to serve on the Panel which would appraise the post of Director of Community and Recreation.

Belfast Waterfront and Ulster Halls Board

In considering the minutes of the meeting of the Belfast Waterfront and Ulster Halls Board of 29th June, copies of which had previously been circulated, the Committee’s attention was drawn to the minute under the heading “Day and Time of Future Meetings”, agreeing that the Board would hold its monthly meetings at 4.30 p.m. on the last Wednesday of each month.

A Member expressed concern in relation to the delay associated with the ratification of the Board’s minutes and, should it continue to meet on the last Wednesday of each month, this delay would persist.

After discussion, the Committee agreed to refer the matter back to the Board for further consideration.

Adoption of Minutes

The minutes of the meeting of the Belfast Waterfront and Ulster Halls Board of 29th June were thereupon approved and adopted, subject to the omission of the minute under the heading “Day and Time of Future Meetings”, which was referred back to the Board for further consideration.

Community and Leisure Services Sub-Committee

Review of Leisure Centre Charges and Leisure Card Development

In considering the minutes of the meetings of the Community and Leisure Services Sub-Committee of 2nd and 9th August, copies of which had previously been circulated, the Committee’s attention was drawn to the minute of 2nd August under the heading “Review of Leisure Centre Charges and Leisure Card Development”, noting that details of the proposed charges and information in respect of the development of a leisure card facility would be submitted for consideration at the September meeting and noting also that New Horizons Leisure, Consultants to the Project, would be in attendance in order to provide further information if so required.

A Member referred to the fact that the Sub-Committee had, at its meeting on 5th April, agreed that those users of the Council’s Leisure Centres who had membership subscriptions would be permitted, in the interim, to renew their membership until the leisure card facility was operational. He expressed concern that some Leisure Centre staff had not been made aware of this decision. Accordingly, he requested that the Head of Community and Leisure convey this decision to all relevant staff throughout the Council’s Leisure Centres.

The Committee agreed to this course of action.

South Belfast Leisure Centre

The Committee’s attention was drawn also to the decision of 2nd August under the heading “South Belfast Leisure Centre”, agreeing that the Maysfield Site be the preferred location for the development of the South Belfast Leisure Centre.

A Member expressed the view that the development of the South Belfast Leisure Centre at the Maysfield Site would not be the most economically viable option. He stated that the Council already had an existing leisure facility at the Ormeau Park site and that the development of a Leisure Centre thereon would enhance the Council’s existing facilities. He referred to the fact that the Laganside Corporation had indicated its willingness to build a bridge from the walkway entrance to the Gasworks to the Ravenhill Walkway car park on the Ormeau Embankment east bank which would make a leisure centre located at the Ormeau Park accessible to both sides of the community and, since the Ormeau Park was located within a greenfield site, the development costs would be reduced substantially. A further Member referred also to the potential for a state-of-the art facility to be developed at the Ormeau Park.

After further discussion, it was

Moved by Councillor Wilson, Seconded by Councillor Campbell,

That the Committee agrees that the preferred site for the location of the South Belfast Leisure Centre be the Ormeau Park and that a report in relation to the proposals for the size of the centre to be developed at the site be submitted in due course for its consideration.

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

Adoption of Minutes

The minutes of the meetings of the Community and Leisure Services Sub Committee of 2nd and 9th August were thereupon approved and adopted, subject to the amendment of the minute of 2nd August under the heading “South Belfast Leisure Centre” to provide that the Committee agrees that the preferred site for the location of the South Belfast Leisure Centre be the Ormeau Park and that a report in relation to the proposals for the size of the centre to be developed at the site be submitted in due course for its consideration.

Parks and Cemeteries Services Sub-Committee

Land at McClure Street

In considering the minutes of the meeting of the Parks and Cemeteries Services Sub-Committee of 9th August, copies of which had previously been circulated, the Committee’s attention was drawn to the minute under the heading “Land at McClure Street”, agreeing that expressions of interest be sought through public advertisement for the development of the Site for both social and private housing purposes and that a report on the outcome be submitted for consideration at a future meeting.

Arising from discussion, several Members expressed the view that it was essential, in so far as was possible, to deter the erection of houses of multiple occupation on this site.

After further discussion, it was

Moved by the Deputy Lord Mayor (Councillor Convery), Seconded by Councillor Attwood,

That the Committee agrees that expressions of interest be sought through public advertisement for the development of the site for both social and private housing purposes, subject to fifty percent of the proposed development being utilised for social housing purposes.

Amendment

Moved by Councillor Stalford, Seconded by Councillor Wilson,

That the Committee agrees that expressions of interest be sought through public advertisement for the development of the site for both social and private housing purposes, subject to a minimum of twenty percent of the proposed development being utilised for social housing purposes.

On a vote by show of hands nine Members voted for the amendment and seven against and it was accordingly declared carried. The amendment was thereupon put to the meeting as the substantive motion, when nine Members voted for and seven against and it was accordingly declared carried.

Review of Client/Contractor Split – Development of a New Management Structure to Support Parks and Cemeteries Services Section

The Committee’s attention was drawn to the minute under the heading “Review of Client Contractor Split – Development of a New Management Structure to Support Parks and Cemeteries Section”, agreeing the revised management structure to support the Parks and Cemeteries Services Section. A Member suggested that the Business Improvement Section’s report, together with the revised organisational structure which had been agreed by the Sub-Committee, be made available to all relevant Parks and Cemeteries Services employees from 17th August.

The Committee agreed to this course of action.

Fly on the Wall Documentary

The Committee’s attention was drawn to the minute under the heading “Fly in the Wall Documentary”, agreeing to permit Waddell Productions to film the proceedings of the next Parks and Cemeteries Services Sub-Committee meeting. A Member requested that the minute be amended to provide that Waddell Productions be permitted to film only the commencement of the proceedings of that meeting.

The Committee agreed accordingly.

Adoption of Minutes

Subject to the foregoing amendments, the minutes of the Parks and Cemeteries Services Sub-Committee of 9th August were approved and adopted.

Support for Sport

Delegated Authority – Request for Funding or Assistance

(Mr. K. Grant, Events Manager, attended in connection with this item.)

The Sub-Committee noted the following schedule of Support for Sport applications which had been considered by the Support for Sport Working Group, at its meeting on 1st July, and agreed by the Director of Community and Recreation, in consultation with the Chairman (Councillor Stoker) in accordance with authority delegated to him by the Committee at its meeting on 21st June:

Development

Organisation Amount Requested Recommended

Orangefield Youth Football Club £475 Provision of support up to a maximum of £225 representing not more than 75% of eligible running costs and £250 in respect of one-off equipment grant

Belfast United £1,000 Provision of support up to a maximum of £975 representing not more than 75% of eligible running costs

St. Oliver Plunkett Boys Football Club £845 Provision of support up to a maximum of £844 representing not more than 75% of eligible running costs

Friends of Grosvenor Fencing Club £1,000 Provision of support up to a maximum of £1,000 representing not more than 75% of eligible running costs

2nd Newtownabbey Cross Community Football Club £1,250 Provision of support up to a maximum of £750 representing not more than 75% of eligible running costs and £250 one-off equipment grant

West Belfast Sports Forum £305 Provision of support up to a maximum of £305 representing not more than 75% of eligible running costs

Hospitality

Organisation Requested Recommended

Friends of Grosvenor Fencing Club Hospitality in the form of a buffet lunch for a maximum of 180 people over 2 days at Avoniel Leisure Centre on 14th and 15th January, 2006 Provision of support up to a maximum of £900

The Committee was informed that correspondence had been received from Ms. R. Molloy, requesting support in relation to travel to the Channel Islands. However, the request had not met the Support for Sport criteria.

Noted.

Requests for Funding or Assistance

The Committee was informed that the Support for Sport Working Group, at its meeting on 5th August, had considered requests for funding or assistance which had been received under the headings of events, development and hospitality. Information in respect of the Working Group’s recommendations, as indicated hereunder, had previously been circulated:

Events

Organisation Amount Requested/Event Recommended Events 22 £10,000 – World Indoor Trials 2006 Underwrite to a maximum of £8,000

St. Paul’s Gaelic Athletic Club £6,000 – Ulster Minor Football Club Tournament Provision of support up to a maximum of £4,000 Northern Ireland Athletics Federation £5,000 – Belfast International Cross Country Provision of support up to a maximum of £4,000 Northern Ireland Athletics Federation £6,000 – International Indoor Athletics Provision of support up to a maximum of £6,000

Belfast Boat Club £7,150 – Irish Junior Open Squash Championships Provision of support up to a maximum of £4,000

Annadale Hockey Club £6,000 – Belfast Invitational Hockey Festival Provision of support up to a maximum of £4,000

Prokick Gym £10,000 – Kickmas Box 3 Do not support

Development

Organisation Amount Requested Recommended Dockers Amateur Boxing Club £750 Do not support

Loughside Football Club £1,000 Do not support Lower Ormeau Residents’ Group £1,000 Provision of support up to a maximum of £1,000 representing up to 75% of the eligible running costs

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Organisation Amount Requested Recommended Cooke Collegians Cricket Club £1,000 Provision of support of up to a maximum of £900 representing up to 75% of the eligible running costs

Dee Street Youth Club £361 Deferred - further information to be provided

Queen’s University Association Football Club £375 Do not support Alliance Amateur Swim Club £1,000 Provision of support of up to a maximum of £1,000 representing 75% of the eligible running costs

Northern Ireland Transplant Games Team £1,000 Provision of support of up to a maximum of £1,000 representing up to 75% of the eligible running costs

Newington Residents’ Association £1,000 Provision of support of up to a maximum of £1,000 representing not more than 75% of the eligible running costs

Donegal Celtic Ladies Football Club £1,105 Provision of support of up to a maximum of £855 representing up to 75% of eligible running costs and £250 in respect of one-off equipment grant

Manor Street/Cliftonville Community Group £1,083 Provision of support of up to a maximum of £833 representing up to 75% of eligible running costs and £250 in respect of one-off equipment grant

St. John’s Gaelic Athletic Club £900 Provision of support of up to a maximum of £660 representing up to 75% of eligible running costs

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Organisation Amount Requested Recommended St. Gall’s Gaelic Athletic Club £900 Provision of support of up to a maximum of £360 representing up to 75% of eligible running costs

Sacred Heart Boxing Club £1,250 Provision of support of up to a maximum of £1,000 representing up to 75% of eligible running costs and £250 in respect of one-off equipment grant

Belfast Bulls American Football Club £1,000 Provision of support of up to a maximum of £1,000 representing up to 75% of the eligible running costs

University of Ulster Volleyball Club £1,000 Provision of support of up to a maximum of £1,000 representing up to 75% of eligible running costs

Hospitality

Organisation Requested Recommended Annadale Hockey Club Hospitality in the form of a finger buffet for approximately 150 people in the City Hall on 3rd September, 2005 Provision of support up to a maximum of £1,200

Northern Ireland Transplant Games Team Hospitality in the form of a Gala Dinner for approximately 120 people at the Wellington Park Hotel on 12th November, 2005 Provision of support of up to a maximum of £600 University of Ulster Volleyball Team Hospitality in the form of a fork buffet for approximately 50 people in the City Hall on 24th September, 2005 Provision of support of up to a maximum of £600

The Committee agreed to adopt the Support for Sport Working Group’s recommendations as indicated in the schedule.

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Arising from discussion in the matter, the Committee noted that financial assistance being provided to community groups under the Support for Sport scheme would be reviewed by the Working Group as part of the deliberations during the Department’s Support for Sport Away Day.

Capital Programme Timetable

The Committee considered a report, copies of which had previously been circulated, in relation to the timescale in connection with the preparation and approval process associated with the Council’s Capital Programme.

After discussion, during which the Business Support Manager reported that a quarterly report outlining the progress achieved in respect of those projects contained within the current Capital Programme would be submitted for the Committee’s information at the earliest opportunity, the Committee agreed to note the contents of the report.

Quarterly Return of Sickness Absence

The Director of Community and Recreation submitted for the Committee’s consideration a report, copies of which had previously been circulated, on the Quarterly Return of Sickness Absence for the Department for the period from 1st April till 30th June, 2005.

The Director referred to the figures contained within the report, which indicated that the average number of days’ absence per person for the quarter had been 4.39 days compared to 4.97 days in the previous quarter and 4.82 days for the same period in 2004. He pointed out that officers were continuing to strive to keep the level of absence under control.

The Committee noted the information which had been provided.

All-Ireland Corporate Games

The Committee considered a report in relation to the All-Ireland Corporate Games. A copy of the report, with the exception of the appendices referred to therein, is set out hereunder:

“Purpose of Report

To update Members on the recent All Ireland Corporate Games which took place in Belfast from 24 -26 June 2005, and request support for entering Belfast City Council individuals and teams in this competition, to be held in June 2006.

Background

At the Client Services Committee held on Tuesday, 21 October, 2003, the Committee adopted the recommendation of the Director of Client Services to submit, on behalf of the City, a bid to host the All Ireland Corporate Games for three years at a total cost of £100,000.

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Following a disappointing 2004 event, when participant levels were less than expected, Corporate Games, as a gesture of goodwill, offered the 2007 All Ireland Games to Belfast at no extra cost.

Current Situation

The 2005 games took place from 24 -26 June 2005. A total of 2,000 participants, over 50% of whom were out-of-state, took part in 16 sports across the City. This level of participation represents a 50% increase on the 2004 games and it is envisaged that this growth will continue for 2006 and 2007.

A total of 52 organisations were represented, including a Belfast City Council team of over 100 participants. Others of note included the BBC, NICCEA, Bank of Ireland, University of Ulster, First Trust, Fujitsu, Northbrook, Vodafone, BT and Xerox. The Belfast City Council team members were supported by the Council both by the covering of entrance fees and the provision of branded clothing. A number of Council officers were successful in their respective sports. Appendix A lists the Belfast City Council teams success. The overall medal table is attached at Appendix B.

The 2005 Games generated an economic return of approximately £250,000 in the City.

The out-of-state participants stayed in various types of accommodation but the most popular were Jury’s Inn, Holiday Inn, Holiday Inn Express, Radisson SAS, Hilton Belfast, Arnie’s Backpackers and Paddy’s Palace Hostel. A number also availed of accommodation on the Jordanstown campus.

In addition, there were over 120 sports organising committee officials and technical officials, the vast majority of whom are Belfast based.

Resources

Entry fee per person per event averaged £25 (at discounted rate) and the total cost for Council staff was slightly less than anticipated (£2,600 in total), with each department covering their own costs. In addition, branded clothing totalled £3,000.

Environmental Implications

There are no environmental implications in hosting this event.

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Recommendation

To note the contents of the report and approve similar support by City Council for the individuals or teams who wish to participate in the Games in 2006.”

The Committee adopted the recommendation contained within the report.

Sail Training International Conference

The Director of Community and Recreation advised the Committee that the above-mentioned Conference would be held in La Coruna, Spain during the period from 17th till 20th November. The Director reminded the Committee that the Client Services Committee, at its meeting on 19th April, had agreed that Sail Training International be informed of Belfast’s interest to act as a host to the Tall Ships in 2009 and that a Heads of Agreement document be signed to this effect. Accordingly, he recommended, in light of that decision and due to the fact that the Conference would provide opportunities to network with host ports, that the Committee be represented at the event by the Lord Mayor, the Chairman, the Deputy Chairman (or their nominees) and one Member of each of the remaining Party Groupings on the Council, together with the Director of Community and Recreation and the Events Manager at the above-mentioned event. Attendance at the Conference would be approximately £550 per delegate.

After discussion, the Committee adopted the recommendation and authorised the payment of the Conference fees, together with the appropriate travelling, subsistence and attendance allowances in connection therewith.

Belfast Sailing Ship Project

The Committee considered a report in relation to the progress achieved in respect of the Belfast Sailing Ship Project. A copy of the report, with the exception of the appendix referred to therein, is set out hereunder:

“Purpose of Report

To update Members on the progress of this project and to seek approval for a BCC contribution of £6K to complete the design and costing study.

Background

My last report to Committee on this subject was on 18 January 2005. I attach at Appendix A a copy of that report. Members agreed at that time to assist with the costs of preparing the initial feasibility study and outline business plan.

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Current Position

Harland and Wolff (H& W) have supplied a tender to undertake the development of a concept design and costing study for a total price of £12K at zero VAT rating. As the Council’s representative on the Belfast Sailing Ship Project Group I have made it clear that it is most unlikely that Belfast City Council will ever contribute at any future date to capital construction costs. The Group understands and accepts this.

Conclusion

Belfast City Council is asked to share with BRO (6K each) the cost of completing the outstanding concept and design work by H & W. With this work completed it would enable a robust application to be made to the recently announced Big Lottery – Living Landmark Programme for capital funding for the ship.

Recommendation

That Members note the contents of this report and agree to a contribution of £6K to enable the finalisation of the concept, design and costing study by Harland & Wolff.”

The Committee adopted the recommendation.

External Advertising for a Fixed Term Post

The Director of Community and Recreation advised the Members that the post of Project Officer (Events) within the Directorate Support Section had, due to the secondment of the substantive postholder, become vacant. He reported that during June the post had been advertised throughout the Council as a secondment opportunity for a period of twelve months but no applications had been received. He pointed out, due to the fact that the postholder had been involved in current projects and organising regular functions, it was essential that the post be filled at the earliest opportunity in order to relieve the additional workload. Accordingly, he requested the Committee’s authority to advertise the post externally for a fixed-term period of twelve months.

The Committee adopted the recommendation.

Departmental Away Day

The Committee considered the undernoted report seeking permission to hold a Departmental Planning Away Day. A copy of the report, with the exception of the appendices referred to therein, is set out hereunder:

“Purpose of Report

To seek approval from the Committee to hold a Departmental Planning away day in late September/ early October 2005.

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Background

The Committee is reminded that at its meeting in April 2005 it approved the Departmental Plan for 2005/2006. However, it is necessary to commence discussions on the Plan for 2006/2007 in the autumn. Last year it was agreed that there would be a joint Member/Officer Away Day at the end of September 2004. A copy of the agenda is attached is attached as Appendix A; and a copy of the feedback report to Committee is attached as Appendix B for information.

Proposal

Feedback from those present which included the Chairs/Deputy Chairs of the Principal Committee and the three Sub-Committees was positive. It offered an opportunity for Members and Officers to have an informal discussion on the issues facing the Department and how we could best approach them. Last year was the first time we had used such an approach and we would like to seek the views of Members on whether they wished to hold a similar event in 2005.

Recommendation

The Committee is asked to:

1. Consider whether it wishes to hold a Member / Officer Away Day at the end of September / early October 2005 to consider the high level priorities and actions to be included in the Departmental plan for 2006/2007;

2. Agree that the Away Day will be attended by the Chairs and Deputy Chairs (or their nominees) of the Principal Committee and each of the Sub Committees and the Members of the Departmental Management Team.”

The Committee agreed to hold a Member/Officer Away Day and to adopt the recommendation in relation to attendance at the event and that it be considered as an approved duty.

Review of Public Administration

The Committee considered a report in relation to the implications of the Review of Public Administration in so far as it related to the Community and Recreation Committee. A copy of the report, with the exception of the appendices referred to therein, is set out hereunder.

Arising from discussion in the matter, the Director recommended that the response in respect of the Review in so far as it related to the Community and Recreation Committee be approved and, should any of the Party Groupings wish to make comments or amendments to the content of the report as presented, that they forward these to him for inclusion within the Department’s Corporate response.

After discussion, the Committee agreed to note the contents of the report and adopt the recommendation of the Director of Community and Recreation.

Skateboarding Event

(Mr. S. Walker, Policy Development Manager, attended in connection with this item.)

The Committee considered a report in relation to a skateboarding event which had been held in the Ozone Complex during June, 2005. A copy of the report, with the exception of the appendices referred to therein, is set out hereunder:

“Purpose of Report

To update Committee on the Skateboarding event that took place on the 24th June 2005.

Background

The Committee is reminded that at its meeting on 15th February, 2005, it agreed to support skateboarding event in the Ozone/Ormeau Park Complex on 24th June 2005. £30,000 was approved in support of the event. The report outlined that the main aims of the event were:

• To organise and facilitate a fun and exciting event to meet the needs of skateboarders and other associated activities such as BMX and in line skaters; • To determine the demand and possible usage levels of a skateboarding facility in Belfast. • To gain credibility for the skateboarding community and raise awareness of the leisure benefits of the sport. • To create the stimulus for the establishment of a recognised skateboard organisation in Northern Ireland. • To provide opportunity for those young people experiencing social exclusion.

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To enable the success of the day to be assessed those attending and participating in the event were asked to complete a short questionnaire on the day.

Findings

Over four thousand people attended the event including a team from Nashville USA. Over 250 skateboarders competed from all over Northern Ireland, with three winners from various age categories and one overall champion. The day also included many other activities including Virgin Megastore’s Battle of the Bands – with five bands competing, urban arts, mini-moto, DJing and music from Cool FM.

Some of the main points of the Survey were:

• 86% of respondents use the Street as their facility • 93% of respondents were male • 41.4% of respondents would prefer an indoor facility • 30% opted for a street plaza • 41.8% said their preferred surface is wood • 39.4%preferred concrete • 74.7% of respondents want a possible facility to be free • When asked how much they would be prepared to pay 44.2% answered up to £2.50 • 63.9% felt that the facility should be in Belfast’ • 22.1% said they would travel any distance to a skating facility • 14.5% did not sate how far they would travel • 10.8% said they would travel 10 miles; 8.4% 5 miles and 7.6% 20 miles

Some further analysis of the event was carried out by the University of Ulster and is included as Appendix A.

A video of the event was made and footage will be available for the Committee to view on the day of the meeting.

Event Schedule and winners of each category can be seen in the Appendix B.

Current Position

The event has been seen as a success in terms of the numbers attending and the feedback on the day. It has provided an impetus to progress the search for a suitable location for a skateboarding park.

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Challenge for Youth has identified a possible location at Nelson Street and have engaged Consarc to prepare drawings; Groundwork has also expressed an interest in working on this issue. A meeting has been arranged for 11 August to explore the options in regard to the Nelson Street site. A report on this option will be brought to the Committee at a later date.

In terms of the event itself, preliminary comments from GlobalClub suggest that they intend to run the event again in 2006.

Recommendation

The Committee is asked to note the content of this report and to offer any views it may have on the provision of a skateboarding park in the City.”

After discussion, during which the Members viewed a video depicting television coverage of the event, the Committee agreed that a feasibility study in respect of the possible provision of a skateboarding park in the City be undertaken. In addition, the Committee authorised expenditure in the sum of up to £8,000 in respect of the costs associated with the study.

Establishment of a Youth Forum

(Mr. C. Quinn, Children and Young People Co-ordinator, attended in connection with this item.)

The Committee considered the undernoted report in relation to the establishment of a Youth Forum:

“Purpose of Report

The purpose of this report is to outline to the Committee proposals to establish a Belfast City Council Youth Forum; and to seek the views of the Committee on the establishing of the Youth Forum.

Background

The Committee is reminded that at its meeting on 15th June 2004 it agreed in principle to establish a Youth Forum. This decision was based on a piece of research commissioned and completed in early 2004 and which outlined the case for a Youth Forum in Belfast. In November 2004 the Committee further approved the post of Children and Young People Coordinator to support the work of establishing a Youth Forum. The postholder, Chris Quinn, has been in post now since 1 March 2005 and a clearer picture of how to progress the establishing of the Youth Forum has been developed.

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Discussions on proposals internally have taken place with Departments through the inter-departmental working group; as have discussions with representatives of youth organisations in the city and with young people themselves. A number of briefings have been held with representatives from the Political Parties.

In the report that follows key issues have been outlined that will provide the high level parameters for the Youth Forum. Further discussions will be required to work up the detail on how the Forum Members will be appointed and on how it will operate. Further reports will therefore be brought to the Committee over the coming months to keep it updated on process. All the Political Parties have been asked to nominate a ‘Youth Spokesperson’ and it is intended to keep in contact with the nominated Members during discussions.

What should the Youth Forum be called?

To date the term Youth Forum has been used. However, though discussion it is proposed that the term Belfast City Council be incorporated into the title to provide a sense of belonging; clarity and purpose to the Forum. There are two options, which are similar:

Option A Belfast City Council Youth Forum; Option B Belfast City Council Youth Council

It is proposed that option A be adopted, this would avoid the double use of the word Council in the title.

What should the Youth Forum do?

Based on our research and discussions to date it is proposed that the Youth Forum should have two main functions:

1. To act as a consultation mechanism through which the Council would seek the views of young people on the range of policy, strategy and operational issues for which it has authority to act. In addition, it would be possible to seek a young person’s perspective on additional issues on which the Council is consulted in terms of the impact on the City;

2. To provide an opportunity for young people to raise and consider issues of importance for them and to seek the Council’s support in progressing these. This function is seen as critical to the success and sustainability of the Youth Forum as it would provide a function that would remove concerns about tokenism. In addition, the Council might wish to involve the Youth Forum as part of the evaluation process on grants targeted at children and young people focused projects.

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What will the forum look like?

There are a number of issues to be considered.

What will be the life of the Forum?

Elected Members of the Council currently sit for four years. It is not proposed that young people would be appointed for a similar period. The rationale for this is the limited age range of the forum. Discussions have been much more focused on the desired ‘life’ of the forum with the options of 1 and 2 years being considered. The clear preference is for two years, this would allow time for the young people to receive appropriate training and development and become familiar with the operation of the forum as well as the opportunity to make an impact. One year is considered too short a time giving the logistics of appointments, training etc. It is proposed therefore that appointments will be for a period of two years.

The Age Range

There is no general agreement on this issue. Discussions have highlighted an age range of from 0 years to 30 years with a variety of bands in between.

Based on discussions with some youth organisations a decision has been taken not to include primary school children within the forum. There are child protection issues which would be costly and difficult to overcome and establishing working practices between those of primary school age and those aged 17- 18 years would be difficult.

In addition, it is proposed that there be an upper age limit at this stage, this it is suggested should be 18 years. This is consistent with the UN Convention on the Rights of the Child. Further, young people receive the vote at 18 years. This is another issue which could be reviewed during the life of the first forum.

From discussions there are two options;

Option A: The 11 – 18 age range; and Option B The 13 – 18 age range.

It is proposed option B be adopted, that the Forum appoint young people aged 13 – 18 years (3rd – 7th Year in secondary school – using education board cut off dates), with the exception of disabled young people, as well as those leaving care who can enter up to age 21. However, it is suggested that there be a number of ‘engagements’ with those aged 11 – 13 years (1st and 2nd years) to take part in specific events over the life of the Forum.

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How many young people should be in the forum?

Members will be aware that there are 51 elected representatives who make up Belfast City Council, elected from the 51 wards which comprise the 9 electoral areas. As a starting point the maximum number of young people should be 51. It would appear to us to be inappropriate to exceed this number.

Discussions with young people and youth organisations have proved inconclusive as to the ‘right’ number. However, in discussions it has been suggested that it might be prudent to establish a forum with room for potential growth at a later stage.

It is proposed to use the 9 electoral areas as the basis for ‘appointments’ to the Youth Forum. There are two options:

A. To appoint 3 young people from each Electoral Area; B. To appoint 4 young people from each Electoral Area.

Option B is proposed as it would increase the ability to generate greater representation. This option would give a Forum of 36 young people; It is further proposed that the option of appointing a further 4 young people be included to redress any imbalance, for example disabled young people or those from Ethnic Minorities.

Appointment Process

There are three main options:

1. Election based 2. Nomination / Interview 3. Hybrid – Elections and Interviews

Given the stage in the development on this issue, discussions have proved inconclusive. There is general agreement that the best approach is ‘Elections’ however there are concerns that the infrastructure to support an Election and the interest among young people may not be sufficiently developed at this time and therefore the view on balance is that ‘Elections’ would be difficult at this point in time. Preference has therefore shifted towards Nomination and Interview Process.

It is proposed that the members of the youth forum be appointed through a process of nomination, by a youth organisation, to be defined, followed by an interview process rather than an Election. The detail remains to be worked through. Selection panels will be made up of Elected Members; Council Officers and Young Persons and an Elected Member. Depending on the number of nominations it may be necessary to convene more than one panel. During the life of the Forum a review of the appointment process would be carried out.

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Members are asked to note that it is hoped to involve those young people who were nominated but who were not appointed to the Forum, perhaps in focus type activities and discussions.

Representation:

The Youth Forum should be as representative as possible. Belfast has a rich diversity in terms of the socio-economic, political, religious and cultural background of young people. While the aim will be for representativeness across the City, it will be difficult to achieve.

To attract interest from as many young people it is intended to utilise the network of youth organisations in the City to nominate one young person each to be put forward. It is intended to adopt measures to minimise the apathy and indifference among groups of young people; and to encourage young people to engage with and participate in the process.

It is proposed the Committee adopt the principle of securing representation from across the City and that a further report on this issue be brought to a later meeting of the Committee before the end of December 2005 for consideration.

How will the young people be prepared for the role?

It is vital that the young people be given appropriate training and it is suggested that this initial batch of young people will be trained and given substantial support so that a sound foundation can be built for Belfast City Council’s Youth Forum to develop over the years following.

The Committee is asked to note that a training programme will be developed and put in place as an integral part of the process. Discussions are ongoing to establish and provide accredited training which will take into account differences in age and ability.

How often will the Forum meet?

The frequency, time and locations of meetings has to be agreed with the young people but as a basic framework it would be proposed that the Forum meet on a monthly basis and the City Hall be used as a venue.

It is also proposed that other Council facilities such as Community and Leisure Centres could also be used as venues for meetings of Committees and other Issue Groups which emerge from the Forum.

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How much will this cost?

The success of the forum will require the allocation of appropriate resources, both financial and human resources. The Council allocated £100k in 2005/2006 for services to Children and Young People, a substantial amount of this will be used to support initial work on the establishing of the Forum. However, from 2006 onwards it will be necessary to have a designated budget to support the forum.

Based on a preliminary estimate of the costs associated with the first year (2006/2007) of the forum are in the region of £150k. This figure will be firmed up and presented as part of the estimate process in the autumn.

How will the forum work within the Council?

Further consideration will be required as to the detail of how the forum will function as part of the Council. However, a number of high level parameters have been identified. It is proposed that:

A. There is a code of conduct similar to that for Elected Members of Council and to which those appointed would be asked to sign up to;

B. There is a clearly defined relationship between the forum and Council Officers and Elected Members;

C. A Chairperson be appointed; this person will be appointed by the Young People themselves;

D. As far as possible the forum will mirror the Council’s structure; e.g. will there be a comparable young people ‘Committee’ to mirror, Community & Recreation; Development. However, it has been suggested that a more appropriate way of working would be on themes such as those in the Corporate Plan e.g. Brighter Belfast; Healthy City; Safe City; Good Relations; Provision of Services to Children and Young People; Creating a Strong Economy etc. This could be explored further with the Young People themselves.

A key element in this process will be the dedication of an Officer to support the work of the BCCYF. It is proposed that the Children and Young People’s Coordinator will undertake much of the work; however, a more detailed assessment of the support needs will have to be undertaken.

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Review and Evaluation

It is proposed that there be an evaluation of the BCCYF at the end of the 2 year period to assess the benefits of the forum from the point of Young People and from the Council itself.

Summary of Proposals

The following proposals are put to the Committee:

Issue Proposal What should the Youth Forum be called? Belfast City Council Youth Forum (BCCYF)

What should the Youth Forum do? Act as a mechanism through which the Council can consult with young people and; act as a mechanism through which the young people can raise and discuss issues of importance to them and which can be raised with Council Officers and Elected Members;

What will be the life of a Youth Forum? That the BCCYF be appointed for a period of 2 years at a time

What will be the age range of the young people in the Youth Forum? That the BCCYF appoint young people aged 13 – 18 years to the Forum

How many young people will be appointed to the Youth Forum That a total of between 36 – 40 young people be appointed, 4 young people from each of the 9 electoral areas plus up to 4 additional young people, as appropriate to address under-representation from specific groups such young people with a disability or those from an ethnic minority;

How will the young people be appointed? That the young people will be appointed through a process of nomination and interview;

How often will the Youth Forum meet? That the BCCYF will meet on a monthly basis;

Where will the Youth Forum meet? That the City Hall, Council Chamber, will provide a ‘home’ for the meetings of the Full BCCYF How much will this cost? That a provisional estimate of £150k be allocated to support the BCCYF in 2006/2007

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Issue Proposal How will young people be prepared for the role? A training and development plan will be put in place and as far as possible this will be accredited and will take account of differences in age and ability.

How will the forum work within the Council? A code of conduct similar to that for Elected Members of Council be prepared; A clearly defined relationship between the forum and Council Officers and Elected Members; A Chairperson be appointed; The forum will mirror the Council’s structure; e.g. will there be a comparable young people ‘Committee’ to mirror, Community & Recreation; Development; Policy & Resources etc? A dedicated Officer support the work of the BCCYF.

Review and Evaluation Carry out an evaluation of the benefits at the end of the 2 year period.

Recommendation

The Committee is asked to note this report; to consider the content and to agree that Officers progress the establishment of a Belfast City Council Youth Forum in lines with the proposals outlined in the report.”

A discussion ensued, during which several Members expressed the opinion that the views of young people should be considered in respect of the Council’s policies, strategies and other issues which would have an impact on Belfast. However, Members expressed concern in respect of the costs associated with the establishment of the Forum and expressed reservations in relation to many of the proposals contained within the report.

After further discussion, it was

Moved by Councillor Attwood, Seconded by the Deputy Lord Mayor (Councillor Convery),

That the Committee agrees to adopt the recommendation contained within the report.

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Amendment

Moved by Councillor Wilson, Seconded by Councillor Stalford,

That the Committee agrees to seek an alternative mechanism through which to engage young people, since it was of the view that the proposals as outlined in the report will not result in engagement with young persons nor be progressed into actions.

On a vote by show of hands seven Members voted for the amendment and nine against and it was accordingly declared lost.

The original proposal standing in the name of Councillor Attwood and seconded by the Deputy Lord Mayor (Councillor Convery) was thereupon put to the meeting, when nine Members voted for and seven against and it was accordingly declared carried.

Bonfire Pilots

The Committee considered a report in respect of the progress achieved in relation to the Bonfire Pilot Initiative. A copy of the report, with the exception of the appendices referred to therein, is set out hereunder.

The Committee agreed to adopt the recommendations contained within the foregoing report.

Chairman