Health and Environmental Services Committee 11 June 2007
From Nigov
Health and Environmental Services Committee Monday, 11th June, 2007
MEETING OF HEALTH AND ENVIRONMENTAL SERVICES COMMITTEE
Members present
Councillor Mullaghan (Chairman); and Councillors Campbell, Cunningham, Cush, Jones, McKenzie, Mhic Giolla Mhín, O'Reilly and Rodway.
In attendance
- Mr. W. Francey (Director of Health and Environmental Services)
- Mr. T. Martin (Head of Building Control)
- Mr. S. Skimin (Head of Cleansing Services)
- Mr. T. Walker (Head of Waste Management)
- Mrs. S. Wylie (Head of Environmental Health)
- Mr. M. McBride (Business Support Manager)
- Mr. H. Downey (Committee Administrator)
First Meeting of Committee
The Chairman (Councillor Mullaghan) welcomed the Members to the first meeting of the Committee following the introduction on 4th June of the Council's new Governance arrangements.
Apologies
Apologies for inability to attend were reported from the High Sheriff (Councillor Kirkpatrick) and Councillors Hanna, Hendron, Kyle and O’Neill.
Minutes
The minutes of the meeting of 14th May 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 June.
Day and Time of Future Meetings
In accordance with Notice on the Agenda, the Committee gave consideration to the day and time of its future meetings.
After discussion, it was agreed that, where possible, the Committee would meet at 4.30 p.m. on the first Wednesday of each month.
Consideration of Application Procedures for the Erection of Dual-Language Street Signs
The Committee considered further the minute of the meeting of 16th April under the heading "Consideration of Application Procedures for the Erection of Dual-Language Street Signs" which, at the request of Councillor P. Maskey, had been referred back to the Committee for further consideration at the meeting of the Council held on 1st May and which had been deferred by the Committee at its meeting on 14th May.
During discussion, a Member made the point that the use of the Irish Language was continuing to grow in many areas of the City. She suggested that the requirement within the current policy relating to the submission of a petition comprising at least one-third of the people within a street before a survey would be instigated should be omitted and that requests submitted by local Elected Representatives should be accepted automatically and progressed to survey stage. However, the view was expressed that the aforementioned amendment to the policy could lead to numerous surveys being carried out, of which only a few might eventually lead to dual-language signs being erected.
In response, the Director of Health and Environmental Services explained that, whilst it was unclear as to the impact which such a policy would have on the number of surveys to be undertaken, the actual number that could be administered in a given period would be limited by the available staff resources.
After further discussion, it was
Moved by Councillor Cush, Seconded by Councillor Cunningham,
That the Committee agrees to rescind its decision of 16th April to continue with the current policy in respect of the erection of dual-language street signs and agrees that a one-year pilot project be undertaken whereby any application submitted through local Elected Representatives be progressed directly to survey stage.
Amendment
Moved by Councillor McKenzie, Seconded by Councillor Campbell,
That the Committee agrees to defer consideration of the matter to enable a report to be submitted outlining the likely resource implications arising from the proposed amendment to the current policy.
On a vote by show of hands three Members voted for the amendment and five against and it was accordingly declared lost.
The original proposal standing in the name of Councillor Cush and seconded by Councillor Cunningham was thereupon put to the meeting when five Members voted for and three against and it was accordingly declared carried.
Directorate
Nomination of Representatives to the arc21 Joint Committee
The Committee was reminded that, at its meeting on 14th April, 2003, it had approved the Terms of Agreement in relation to the establishment of a Joint Committee for the purpose of implementing the policies contained within the Eastern Region Waste Management Group's Waste Plan. The Joint Committee, which was comprised of representatives of the eleven participating Councils within arc 21, had, in 2004, been constituted as a body corporate under Section 19 (9) of the Local Government Act (Northern Ireland) 1972.
The Director of Health and Environmental Services reported that the Committee had, since 2003, been represented on the arc21 Joint Committee by the Chairman and the Deputy Chairman and stated, in light of the recent changes in the Council's Governance arrangements, that it would be an appropriate time to review its representation thereon. He outlined the estimated time involvement associated with membership of the Joint Committee, which included attendance at meetings, the undertaking of technology study visits and other ad hoc commitments.
After discussion, the Committee agreed that it be represented on the arc21 Joint Committee by the Chairman and the Deputy Chairman.
Establishment of All-Party Working Groups
The Director of Health and Environmental Services reported that, arising from the recent changes in the Council's Governance arrangements, each Committee had been requested to review its requirements relating to the establishment of All-Party Working Groups.
The Director informed the Committee that the Brighter Belfast All-Party Working Group had been established to oversee the development within the Council of projects and programmes which sought to create and maintain a clean and attractive City. The Group had been responsible for the development of an ambitious programme which had been financed by funding set aside to address foreseeable increases in the Council's expenditure on waste management. However, this level of funding had been reduced significantly over the past two years and could not be guaranteed beyond the end of the current financial year.
The Director explained that several projects with associated budgets had been agreed for the current year and emphasised that there would be merit in re-establishing the Brighter Belfast All-Party Working Group which, it was envisaged, would meet on a quarterly basis to monitor their progress. Accordingly, he recommended that the Working Group be re-established until 31st March, 2008.
The Director informed the Committee that the Council had, over the past seven years, been working closely with arc21 to procure suitable waste treatment and disposal facilities to manage its waste and meet European Union directive targets. He pointed out that, as the focus moved to the development of major facilities for the treatment of residual waste, it would be beneficial if an All-Party Working Group were to be established to deal with issues surrounding the procurement of such facilities, prior to the matter being considered by the Committee. It was envisaged that meetings of such a Waste Plan Implementation Working Group would be held on a monthly basis, however, this would depend upon the level of progress being made within arc21.
The Committee noted that, since responsibility for street trading had been transferred under the new Governance arrangements to the Licensing Committee, decisions regarding the operation of the Street Trading Working Group would be referred to the first meeting of that Committee.
After discussion, the Committee agreed to the re-establishment until 31st March, 2008 of the Brighter Belfast All-Party Working Group and agreed also that it be represented thereon by the Chairman and the Deputy Chairman, together with a representative from each of the other Party Groupings represented on the Council.
The Committee agreed further to the establishment, for a period of two years, of an All-Party Working Group on Waste Plan Implementation with a review of the Group's continued requirement taking place prior to 31st March, 2009 and that it be represented on the Group by the Chairman and the Deputy Chairman, together with a Member from each of the other Party Groupings on the Council.
Departmental Absence Figures
The Director of Health and Environmental Services submitted for the Committee's consideration a report on the annual return of sickness absence for the Department for the period from 1st April, 2006 till 31st March, 2007.
The Director reported that the average number of days' absence per person had been 16.01, which represented a reduction of 0.09 days on the previous year. He reviewed the absence figures for each of the Services within the Department and outlined a number of corporate and departmental initiatives which had been undertaken during the past year to address sickness absence. He pointed out that the Building Control Service, in particular, had seen a significant reduction as a result of implementing these initiatives. He advised the Committee that the control of sickness absence would remain a priority for the Department and would continue to be monitored in accordance with the Council's procedures and appropriate action taken thereon.
Noted.
The Local Government (Constituting a Joint Committee a Body Corporate) (Amendment) Order (Northern Ireland) 2007
The Committee was advised that, following discussions between arc 21 and the Department of the Environment, a number of necessary amendments to the Statutory Order which had established arc21 as a Body Corporate under Section 19 of the Local Government Act (Northern Ireland) 1972 had been identified.
The Director of Health and Environmental Services pointed out that the amendments were designed to bring the Order into line with arc21's Terms of Agreement and included an explicit reference to powers to borrow and a number of other regulatory changes in relation to the day-to-day operation of arc21. He added that the amended Order had been drafted in consultation with the Director of Legal Services who also acted as the legal advisor to arc21.
Accordingly, he recommended that the Committee approve the draft Order.
The Committee adopted the recommendation and noted that a copy of the draft Order was available on the Members' Portal.
Big Lottery Fund - Safe and Well Programme
The Committee was advised that in 2005/2006 an application had been submitted to the Young People's Fund seeking financial assistance for the use of Council facilities to deliver a range of programmes to "at risk" and vulnerable young people throughout the City. Under the proposals, the Council would work with other agencies to encourage disaffected young people to participate in the life of their communities by encouraging and supporting development activities and applying new skills to deliver community projects. This would have a positive impact upon the physical and mental health of deprived communities by improving citizenship and reducing crime and anti-social behaviour.
The Director of Health and Environmental Services advised the Committee that, although this earlier bid had been unsuccessful, a further opportunity to apply for funding to enable the Council to advance this important work had arisen through the Big Lottery Fund - Safe and Well Programme. Following consultation with other Council Departments, a draft application had been prepared which would be subjected to detailed scrutiny in advance of its submission before 31st July, the closing date for stage one applications. He pointed out that £1 million was likely to be sought from the fund, which was the maximum grant available, with funding in kind for the use of the Council's facilities estimated to be £100,000 per year, together with revenue funding of around £20,000 per year, over a five year period commencing in 2009.
The Director pointed out that, in view of the nature of the project, the Council should not be required to provide any additional financial commitment beyond what would be required to provide the normal services used to support this work. He added that successful applicants at stage one may be eligible for a development grant of between £20,000 and £50,000 to cover costs incurred in preparing a stage two application, however, he pointed out that not all applications which were successful at the initial stage would be successful at stage two.
The Committee noted the information which had been provided and that a further report on the outcome of the stage one application process would be submitted in due course.
Building Control
Representation on the Northern Ireland Group Committee for Building Control
The Head of Building Control informed the Committee that Building Regulations in Northern Ireland were administered by the twenty-six District Councils, each of which had a dedicated Building Control Service. He pointed out that, during the reorganisation of Local Government in 1973, the twenty-five Building Control Services outside the City had been grouped together under five Group Headquarters Units in order to generate economies of scale in providing training and specialist services and to achieve consistency of decisions in regulatory functions. In addition to supplying those services, each group monitored Business Plans and reported on the performance of their Councils to a Group Committee, consisting of Elected Representatives from all constituent Councils.
He reported that, during 2000, the five Group Committees had established a Northern Ireland Group Committee to assist with co-ordination across the Groups and to address common issues. The Elected Representatives on the Northern Ireland Group had, subsequently, requested representation from Belfast City Council at both Member and officer level. Accordingly, the Committee had, at its meeting on 8th August, 2004, agreed that it be represented on the Northern Ireland Group Committee for Building Control by the Chairman, the Deputy Chairman and the Head of Building Control (or their nominees). He suggested, in view of the introduction of the Council's new Governance arrangements and the change in membership of the Committee, that it would be an appropriate time to review the representation on the Northern Ireland Group Committee for Building Control.
After discussion, the Committee agreed that it be represented on the Northern Ireland Group Committee for Building Control by the Chairman, the Deputy Chairman and the Head of Building Control (or their nominees) and authorised the payment of the appropriate travelling and subsistence allowances in connection therewith.
Naming of Streets and Numbering of Properties
The Committee approved the undernoted applications for the naming of streets in the City which did not conflict with existing approved street names and to which the Royal Mail had offered no objections:
|Proposed Name |Location |Applicant | |Broomhill Lane |Off Hillside Crescent, BT9 |Templeton Robinson | |Lavinia Square |Off Ormeau Road, BT7 |JNP Architects | |Lavinia Mews |Off Ormeau Road |JNP Architects |
Environmental Health
Further Consideration of the Review of Business Administration for Environmental Health
The Committee considered the undernoted report.
The Committee adopted the recommendation.
Agreement to Provide Assistance in a National Emergency Involving an Animal-Related Disease
The Committee was informed that the Local Government Emergency Management Group, which represented the twenty-six District Councils, had, in agreement with the Department of Agriculture and Rural Development, compiled a draft Memorandum of Understanding which set out terms for the provision by Councils of emergency assistance where a national emergency had been declared as a result of a confirmed outbreak of an epizootic disease such as Avian Influenza, Foot and Mouth, Newcastle Disease or Swine Fever.
The Head of Environmental Health reported that, under the terms of the Memorandum, the Council would be required to supply experienced manual staff and certain types of plant and equipment, together with operatives/drivers, where necessary. She explained that the Council's Emergency Co-ordination Officer had drafted a Schedule of Resources which provided extensive details in this regard.
She reported that the draft Memorandum defined clearly the Department of Agriculture and Rural Development's responsibility for ensuring that Council staff were supplied with adequate instructions and training. Duties would include manning road blocks and inspection points at the edge of control zones, building pyres, carrying out disinfection, driving vehicles and undertaking minor building works such as the erection of fences. She pointed out that the agreement was subject to an annual review and may be tested once a year by the Department of Agriculture and Rural Development.
She explained that emergency assistance would be provided on a full cost recovery basis, with the Department of Agriculture and Rural Development reimbursing the Council for all staffing and ancillary costs incurred. She informed the Committee that clarification had been sought from the Department of Agriculture and Rural Development on a number of issues, however, it was hoped that these would be resolved in the near future. Accordingly, she recommended that the Committee:
(i) agree to provide emergency assistance to the Department of Agriculture and Rural Development in situations where a national emergency has been declared as a result of a confirmed outbreak of an epizootic disease and to authorise the Chief Executive to sign the Schedule of Emergency Provision committing the use of the Council's resources; and
(ii) agree to the Secretary of the Local Government Emergency Management Group signing the Memorandum of Understanding on behalf of all District Councils, including Belfast, subject to clarification being obtained on the extent of the role of the Group in co-ordinating administrative and operational matters relating to the Memorandum.
The Committee adopted the recommendations.
Review of Planning Consultations Processed by the Environmental Protection Unit
The Committee considered the undernoted report.
The Committee adopted the recommendation.
Recruitment of Environmental
Protection Officer (Noise*)*
The Committee was reminded that, at its meeting on 8th March, 2005, it had agreed to the secondment for a two-year period of the Sustainable Development Manager to the Department of the Environment and had agreed that the resulting vacancy be filled on a secondment basis. The Committee was reminded further that, at its meeting on 11th September, 2006 it had agreed to extend the secondment until April, 2009.
The Head of Environmental Health reported that cover for the Sustainable Development Manager had been achieved through a series of internal secondments, with officers due to return to their substantive posts after April, 2009. She explained that the bottom vacancy in the series related to the post of Environmental Protection Officer (Noise) which required significant out-of-hours work. As a result, an internal secondment exercise had been unsuccessful and it had been necessary to recruit a Noise Officer on a fixed-term contract to provide the necessary cover.
She pointed out that the existing internal secondment arrangements in place within the Department had been extended to provide cover for the Sustainable Development Manager. However, following discussions with the Head of Human Resources, it was clear that the appointment of an Environmental Protection Officer (Noise) on a further two year fixed-term contract could result in contractual difficulties at the end of that time, particularly if the secondment of the Sustainable Development Manager was to be extended beyond 2009. She explained that, should an Environmental Protection Officer (Noise) be employed on a permanent basis to cover the period of the extended secondment, this would result in there being one Officer above the establishment of posts for the Service. However, as the temporary vacancy would now exist until at least April, 2009, the actual number of officers in post would remain unchanged.
She explained that, should the Sustainable Development Manager return to the Department in April, 2009 and other officers return to their substantive posts, the appointed Environmental Protection Officer (Noise) would be carried above establishment to undertake additional night-time duties until an opportunity to redeploy the officer to an established post within the Service arose. Accordingly, she recommended that the Committee agree to the recruitment of an Environmental Protection Officer (Noise) as outlined.
The Committee adopted the recommendation.
Implementation of the Smoking (Northern Ireland) Order 2006
The Committee considered the undernoted report which provided an update on the implementation of the Smoking (Northern Ireland) Order 2006.
After discussion, the Committee noted the information which had been provided.
Key Decisions to be Taken in Community Safety
The Committee considered the undernoted report.
The Head of Environmental Health pointed out that, since the circulation of the report, it had been established that the estimated consultancy costs associated with the Joint Safer City Research exercise would be £25,000 and not £40,000. Accordingly, it would not be necessary to initiate a tendering exercise for this work. However, authority was still being sought to invite tenders in relation to the Get Home Safe Campaign.
After discussion, the Committee adopted the recommendations, subject to the omission of the request to initiate a tendering exercise for a Joint Safer City Research exercise. In addition, the Committee agreed to receive at its next monthly meeting a brief presentation from the Council's Health and Community Safety Manager on work being undertaken to address anti-social behaviour in the City.
Waste Management
arc21 Tender Award Results - Contract for Haulage Service
The Director of Health and Environmental Services reported that the arc21 Joint Committee acted on behalf of the eleven Member Councils to procure services in support of the implementation of the arc21 Waste Plan. He pointed out that contracts which had been awarded to date included the provision of a materials recovery service and a landfill capacity service, each of which had demonstrated clearly the financial benefits to be derived from adopting a collective approach to procurement of waste management facilities and services.
He explained that the Joint Committee had initiated a tendering exercise for the provision of a haulage service for municipal waste and dry recyclables which would enable the Council to avoid any unnecessary delay in bringing into operation its transfer station which was under construction currently. He reported that, in response to public advertisement, three tenders had been received for the provision of the aforementioned service for a two-year period, commencing on 1st June, 2007, with an option to extend the contract thereafter. The tenders had been evaluated in accordance with the pre-agreed criteria and the arc21 Joint Committee had decided that the contract be awarded to Organic Waste Recycling, 161 Quarry Heights, North Road, Newtownards, BT23 7SZ, on the basis that it was the most economically advantageous tender received and upon the take up of the optional bond. Accordingly, he recommended that the Committee approve the arc21 Joint Committee's decisions in respect of the award of the tender.
The Committee granted the approval sought.
arc21 - Development of Strategic Outline Case for Residual Waste Treatment
The Director of Health and Environmental Services informed the Committee that the Council was working with the arc 21 Joint Committee to implement the arc21 Waste Management Plan. He reported that the first Plan, which had been adopted in 2003 and reviewed in 2006, had concentrated largely on recycling and composting initiatives. He explained that the Council had now completed its implementation of the three stream collection of organics, dry recyclables and residual wastes and an arc21 contract for the sorting and marketing of dry recyclables had been operational for some time. He added that the tender process for the contract for in-vessel composting of source segregated household organic waste had been completed and was awaiting the resolution of a legal challenge prior to it being awarded.
The Director reported that the implementation of the Waste Plan would now concentrate upon the treatment of residual waste in order to ensure compliance with the Northern Ireland Landfill Allowances Scheme and Landfill Directive targets for the diversion of organic waste from landfill. He explained that the Waste Plan had identified the need, from 2009, for the provision of mechanical biological treatment to ensure compliance with the first target year for the landfill directive and the operation of an energy-from-waste facility from 2013. He advised the Members that arc21 was developing currently a strategic outline case to support applications to Central Government for funding to support implementation of this phase of the Waste Plan, which would concentrate primarily upon site selection, technical evaluation and the articulation of the economic case.
The Director informed the Committee that the Waste Plan included a broad site selection process but did not identify specific sites for particular technologies. A site selection process was being developed currently which would require privately-owned sites to be considered along with those which were publicly-owned. Therefore, arc21 was proposing to seek, by way of public advertisement, expressions of interest for the sale of suitable lands for development as waste treatment facilities.
He reported that, although the Waste Plan had identified site selection criteria, it did not specify weightings for these criteria. He explained that consultation with relevant stakeholders would be an important element in developing weightings to be applied in the site selection process and added that a workshop would be held in the near future, to which Councillors from each of the arc21 Councils, together with Central Government officials, Council and arc21 officers, and non-governmental organisations/community representatives, would be invited.
The Committee noted the information which had been provided.
Tender for the Provision of a Repair and Maintenance Programme for Roll-on, Roll-off Waste Containers
The Committee was reminded that, at its meeting on 6th March, 2006, it had accepted a tender for the provision of roll-on, roll-off waste containers for use within the Council's Recycling Centres.
The Head of Waste Management reported that 87 containers were now being used and that this figure would increase to 95 when the new Household Recycling Centre opened in Ormeau Park in July. He explained that, during lifting and transportation, damage could be caused to the paintwork and component parts of the containers. In order to prevent the deterioration of the containers over time and to comply with the relevant health and safety legislation, it was important to ensure that they were maintained to a high standard and that any necessary urgent repairs were carried out. Accordingly, he sought the Committee's authority to initiate a tendering process for the provision of a repair and maintenance contract for the upkeep and repair of roll-on, roll-off waste containers, for an initial one-year period, at an estimated cost of £120,000.
The Committee granted the authority sought.
Waste Electrical and Electronic Equipment Regulations - Producer Compliance Scheme
The Committee considered the undernoted report.
The Committee adopted the recommendations.
Cleansing Services
Fuel Dispensing Facilities and Associated Fuel Management Systems
The Head of Cleansing Services reported that in excess of one million litres of vehicle fuel were issued per year from a number of fuel tanks and pumps located within the Duncrue Complex. He explained that the infrastructure at the Complex was over twenty years old and in urgent need of replacement as a number of fuel tanks had tilted in the ground, which could have health and safety and environmental implications should leaks or fractures occur. In addition, the system used outdated stock control methods which provided only limited management information.
The Head of Cleansing Services reported that the estimated cost of the fuel system and facility replacement plan was £520,000 and that this had been included within Zone 1 of the 2007/2008 draft Capital Programme. Accordingly, he requested that the Committee grant approval for the immediate replacement of the existing fuel dispensing facilities and associated management systems at the Duncrue Complex and to initiate any tendering process which may be required.
The Committee granted the approval sought.
Review of the Management Arrangements of Cleansing Service's Transport Section (Incorporating Management of the Priority Waste Service)
The Committee considered the undernoted report.
After discussion, during which the Members commended the Head of Cleansing Services on the proposals which, it was anticipated, would achieve significant savings, the Committee adopted the recommendations contained within the report.
Chairman
