Strategic Policy and Resources Committee 16 November 2007
From Nigov
Strategic Policy and Resources Committee Friday, 16th November, 2007
Contents |
MEETING OF STRATEGIC POLICY AND RESOURCES COMMITTEE
Members present
Councillor D. Dodds (Chairman); the High Sheriff (Councillor Kirkpatrick); and Councillors Adamson, M. Browne, W. Browne, Convery, Hanna, Hartley, Lavery, Long, A. Maskey, P. Maskey, Newton, Rodway and Smyth.
In attendance
- Mr. P. McNaney (Chief Executive)
- Mr. G. Millar (Director of Improvement)
- Mr. C. Quigley (Director of Legal Services)
- Mr. T. Salmon (Director of Corporate Services)
- Mr. L. Steele (Head of Committee and Members' Services)
- Mr. J. Hanna (Senior Committee Administrator)
Apology
An apology for inability to attend was reported from Councillor McCann.
Minutes
The minutes of the meeting of 19th October 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 November.
Corporate Plan and Performance Management
Ambition, Purpose and Priorities - Council Strategy 2008 and Beyond: Away Days 29th - 30th November
The Committee noted the contents of a report (This should be requested under Freedom of Information) providing details in relation to the agenda for the Committee's corporate planning days scheduled to be held on 29th and 30th November, which were aimed at developing the Council's strategy for 2008 and future years.
Corporate Consultation Exercise 2007
The Committee considered a report providing initial high level feedback in relation to the public consultation survey and the Elected Member and employee surveys which had been carried out during August and September by BMG Consultants.
Topline Results
The Topline Results from the surveys had been encouraging. Some key headlines from the public survey include:-
- Increase of 9% in overall public satisfaction with the Council - 65% in 2004 to 74% in 2007
- 96% of respondents enjoy living in Belfast compared to 92% in 2004
- 86% of respondents considered the Council's involvement in their everyday lives to be important or very important - a significant increase on the 69% who felt this way in 2004
- When asked about specific areas of improvement, 63% named 'Belfast overall' as the aspect of the city that has most improved over the past three years while 62% chose recycling facilities and 60% the general appearance of the city.
It is also clear that Members are in touch with the priorities of citizens and the issues they face as can be seen from the public's views on what the Council should be doing in the future. The key priorities emerging from our consultation with the public were that the Council should be:
- Working to make local areas safer
- Creating a clear vision for the City's future
- Promoting good relations between communities
- Working with other agencies to solve problems
- Working to make other areas cleaner and greener
The things identified as most likely to improve quality of life were:
- Cleanliness of streets
- Activities for teenagers
- Facilities for young people
- Relations between different religious groups
- Access to affordable decent housing
These are in line with many of the issues articulated by Members at their strategic planning session in August and will be explored further in greater detail at the next strategic planning session at the end of November.
Members' Survey
Members indicated high levels of satisfaction with their roles within the Council and with their relationships both among themselves and with officers. For the most part they are proud to be public representatives of the city of Belfast and the vast majority feel sufficiently engaged with the public to carry out their roles effectively.
Some key headlines from the Members' survey include:-
- 83% of Members agreed that the Council is a good leader for the city
- 85% said that they were satisfied with their experience of being a Member of Belfast City Council
- 80% of Members said they were happy with the relationship between Members and officers
- 80% of Members felt that the Council provides a good service to residents.
Employee Survey
Results from the Staff survey also show positive trends.
Some key headlines from the employee survey include:-
- overall satisfaction among employees has risen from 59% in 2004 to 64% in 2007
- satisfaction with communication in the Council has more than doubled from 24% in 2004 to 50% in 2007
- 83% of employees understand how their role contributes to the overall goals of the Council.
The Committee noted that BMG Consultants would provide a detailed analysis of the results at the corporate planning days on 29th - 30th November, which would assist the Council in setting its future objectives and strategic priorities for the period 2008-2011.
Modernisation and Improvement
Review of Public Administration - Oral Update on Meeting with the Minister
The Chairman (Councillor D. Dodds) reminded the Committee that an All-Party Deputation had met the previous day with Arlene Foster, M.L.A., Minister with Responsibility for the Department of the Environment, to discuss the emerging findings of the Review of the Local Government aspects of the Review of Public Administration. She explained that the deputation had brought to the attention of the Minister those
issues of concern and points which had been raised by the Members at the Special Meeting of the Committee held on 9th November to discuss the Review. She stated that the meeting had been very positive, with the Minister indicating that she would draw upon the points raised by the Council during bilateral meetings with the other Ministers. The Minister had pointed out that she was committed to undertaking four public meetings regarding the Review, with a report to be submitted to the Executive by the end of January.
The Chief Executive advised the Committee that, following last week's special meeting, a number of papers had been commissioned to reflect the comments which had been made by Members in relation to the transfer of functions, youth and library services, local economic development, urban regeneration, local roads and housing. He sought the Committee's authority to submit those papers as part of the Council's overall response to the Review.
The Committee noted the comments and granted authority for the additional papers to be included within the Council's response to the Review of Public Administration Emerging Findings report.
Northern Ireland Assembly Liaison
The Committee noted the contents of a report providing an update in respect of the work which was being undertaken by the Northern Ireland Assembly.
Efficiency Programme
The Director of Corporate Services submitted for the Committee's consideration the undernoted report in relation to the efficiency programme 2008/2009 and the efficiency targets for 2009/2010 till 2011/2012.
After discussion, during which several Members expressed the view that they recognised the need for the Council to undertake efficiency savings but since many residents did not benefit from the full services which the Council provided any cuts in frontline services would not be acceptable, the Committee adopted the recommendations.
Democratic Services and Governance
Protocol for the Identification of Information Contained within Committee Reports to be Excluded from Publication on the Internet
The Committee was reminded that, at its meeting on 25th September(sic), it had agreed to the publication on the internet, following each Monthly Council Meeting, of Committee Agendas and Reports, subject to a report being submitted for its consideration setting out a protocol whereby certain types of information would remain unpublished.
The Head of Committee and Members' Services explained that, under the Council's Publication Scheme, the vast majority of Committee reports were already discoverable. Therefore, the starting point in the development of the protocol had been the assumption that all reports would be published unless there were specific and clearly defined reasons for them to be withheld. The Modern.Gov system could exclude the whole of a report or any particular paragraphs of any report which might contain information not for public disclosure, so it would be a matter for decision by the appropriate Chief or Reporting Officer at the time of the writing of the particular report as to how much of the report should be excluded.
The Head of Committee and Members' Services stated that the undernoted categories of information would be omitted:
"
- Personal information relating to any individual or any such information from which an individual could be identified, the disclosure of which would contravene the Data Protection Act 1998.
- Information which would prejudice the private financial or commercial interests of any particular person or body, including the Council.
- Information which has been provided to the Council in confidence by any other person, the disclosure of which would constitute an actionable breach of confidence.
- Information relating to any ongoing consultations or negotiations in connection with any industrial relations matter arising between the Council and its employees.
- Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.
- Information which reveals that the Council proposes to :
- give under any enactment a notice imposing requirements on any person ; or
- make an order or direction under any enactment.
- Information relating to any action taken or to be taken in connection with the prevention, investigation or prosecution of crime.
- Information which would endanger the health and safety of any individual.
- Information which is exempt from disclosure under the Freedom of Information Act 2000, the Environmental Information Regulations 2004 or any other enactment.
Where appropriate, information which fell within any of the above categories would be excluded if, in all circumstances of the case, the public interest in maintaining its exclusion outweighed the public interest in disclosing the information.
Any disputes arising in relation to the exclusion of reports or parts thereof would be referred for decision to the Director of Legal Services."
The Head of Committee and Members' Services indicated that, should the protocol be adopted by the Council, it was intended that the roll-out of the Modern.Gov system would take place as follows:
- 3rd December, 2007 Ratification of Protocol at Council Meeting
- 2nd January, 2008 Committee Services will commence the preparation of both public and private report packs for all Council Committees
- 5th February, 2008 Publication on the Internet of Committee Agendas and Reports for January 2008 Committee meetings
- 1st April, 2008 Committee Services will commence the tracking of all Committee decisions using Modern.Gov
The Committee approved the foregoing protocol on the publishing of Committee reports to the Internet.
Finance
Minutes of Meeting of Audit Panel
The Committee approved and adopted the minutes of the meeting of the Audit Panel held on 31st October.
Human Resources
(Mr. S. Black, Head of Human Resources, attended in connection with these items.)
Single Status Implementation
The Committee approved the draft Local Agreement on Pay and Grading for Craft Employees and the Shift Allowances Paper as the management-side positions for negotiations with the Trades Unions.
Arising out of discussion in the matter, the Head of Human Resources stated that following the Council's approval the draft Local Agreement would be forwarded to the Craft Employees Trade Union with a request that they ballot their membership. In addition, it was envisaged that all outstanding issues in relation to the implementation of Single Status would be resolved by March, 2008.
Noted.
Pension Scheme Changes/Discretionary Compensation Payments
The Committee considered the undernoted report on the amendments to the Council's discretionary policies under the Local Government Pension Scheme and under the Local Government (Early Termination of Employment) (Discretionary Compensation) Regulations (Northern Ireland) 2007.
The Head of Human Resources emphasised that the recommended policy would actually cost the Council less to administer than the previous arrangements which had applied.
After a lengthy discussion the Committee accepted that the recommendations made were fair, reasonable and affordable in all respects to both ratepayers and staff and agreed to adopt the undernoted recommendations:
_Compensation Arrangements_
- the Council continues to base redundancy payment on actual weeks pay rather than statutory figure of £310 to link compensation to loss;
- the Council does not replace compensatory added years with added years of membership under the pension scheme given the upfront capital costs involved and potential for challenge on basis of age or sex discrimination;
- the Council agrees to pay compensation in the event of redundancy termination above the statutory minimum of 30 weeks pay in order to compensate employees and retain ability to effect change;
- that such compensation be between the statutory minimum of 30 weeks and the maximum of 104 weeks, with a median of 66 weeks being selected as the maximum compensation under the Council's scheme;
- redundancy compensation to the maximum of 66 weeks (which was the old statutory maximum) be implemented by applying a multiplier of 2.2 to the number of weeks pay due under the statutory redundancy tables which are based on the age and service of the employee concerned;
- in the event of a business case existing for termination on the grounds of business efficiency, compensation up to a maximum of 36 weeks be paid (that being the portion of the 66 weeks maximum compensation for redundancy termination above the statutory minimum);
- compensation for release on the grounds of business efficiency to the maximum of 36 weeks be implemented by applying a multiplier of 1.2 to the number of weeks pay due under the statutory redundancy tables.
- employees who are members of the Pension Scheme should be given the choice of accepting the compensation payment as cash or (subject to certain limits) converting the cash over and above the redundancy payment into extra years in the Pension Scheme. The redundancy payment would still be payable. The same provision should be available for release on the basis of efficiency.
_Pension Scheme Policy_
- that the Council do permit flexible retirement of staff aged 50 or over where there is a business case to do so, for example, to retain and pass on valuable knowledge, skills and experience; avoid redundancy; facilitate medical redeployment etc provided that there is a reduction in hours of work; grade of post etc.
Standing Order 55 - Employment of Relatives
It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Corporate Services had authorised the appointment of a number of staff who were related to existing officers of the Council.
The Committee noted the appointments.
Asset Management
City Hall Major Works: Project Update
The Committee considered the undernoted report providing an update in relation to the major works which would be undertaken at the City Hall.
A number of Members expressed concern at the reference to the suggestion that a Smoking Shelter be provided in the City Hall courtyard and that details in relation to this were being "worked up".
The Director of Improvement assured the Members that no decisions would be taken in relation to the relocation of the emergency and control rooms, the provision of a Smoking Shelter and the future use and occupation of the City Hall without detailed reports being submitted to the Committee for its consideration.
The Committee noted the contents of the report and agreed that subsequent update reports be submitted on a quarterly basis, with additional exceptional reports being brought as necessary.
Capital Programme Monitoring Report
The Committee noted the contents of a report which provided details in respect of the progress achieved in relation to the Council's Capital Programme. The Committee noted also that there were 113 projects included in the Programme for 2007/2008 and future years which were at various stages of development. Out of those, eight had been deleted, twenty-six had been programmed to commence in future financial years and thirty-four had been completed. With regard to the remaining projects which were programmed to progress in the current financial year, the Director of Improvement outlined those which would give some cause for concern regarding their progress.
Noted.
Request for the Provision of Hospitality
The Committee was advised that the undernoted request for the provision of hospitality had been received:
|Organisation/ Body |Event/Date - |Request |Comments |Recommendation | | |Number of Delegates/Guests | | | | |ASM Horwath, Belfast|Horwath Clark Whitehill |Provision of hospitality |It is estimated that |Provision of a | | |Associates Regional |in |80 delegates will be |pre-dinner drinks | | |Conference |the form of a |staying in |reception | | | |pre-dinner drinks |accommodation in | | | |15th May, 2008 (evening) |reception |Belfast |Approximate cost £240 | | | | | | | | |Approximately 80 attending | | |Approximate budget | | | | | |remaining | | | | | |£152,377 |
The Committee adopted the recommendation.
Good Relations and Equality
Minutes of Meeting of Good Relations Steering Panel
The Committee approved the minutes of the meeting of the Good Relations Steering Panel of 2nd November and adopted the recommendation of the Panel in relation to the attendance of representatives at the Journey of Remembering Conference scheduled to be held in Dublin on 1st December.
Draft Policy on Dual-Language Signage for Belfast City Council
The Committee considered the undernoted report which had been submitted by the Director of Legal Services in relation to the preparation of a draft policy on dual-language signage for the Council.
The Director of Legal Services advised the Committee that, in order to progress the matter of the dual-language policy, he required direction from the Committee in relation to a number of issues such as whether the policy was to be restricted to the naming of facilities or whether it was to have a wider remit to include welcome or other signage; was the policy to refer to external signage and/or internal signage; and the action which should be taken if there were two or more requests for signage in different languages, thus raising the question of whether it to be a multi-language signage policy.
After a lengthy discussion, during which the Director clarified that there was an existing Council policy in relation to the provision of signage, it was
Moved by Councillor Long, Seconded by Councillor Hanna,
That the existing Language Policy in relation to the issue of signage in Council properties be extended to clearly reflect that it apply to all of the Council's facilities, that the name of the facility be in one language only, that is, English, that the signs inside Council properties be either pictorial, tactile or in English or a combination of these, but that a multi-lingual Welcome sign be provided where there is appropriate demand and that an appropriate implementation policy in this regard be developed.
At the request of a Member, the Head of Committee and Members' Services explained that Standing Order 27 provided that a decision of the Council could be changed within six months provided that such a change was brought forward as a recommendation of the Committee concerned. The proposal was therefore competent and, if it were passed by the Committee, the Council, at its meeting on 3rd December, would determine, by either ratifying or rejecting the Committee's minute, whether or not to amend its previous decision in this regard.
Recorded Vote
The Committee agreed that the proposal be determined by the means of a recorded vote.
A poll having been taken on the proposal, there voted for it seven Members, viz., the Chairman (Councillor D. Dodds); the High Sheriff (Councillor Kirkpatrick); and Councillors W. Browne, Convery, Hanna, Long and Rodway; and against it three Members, viz., Councillors M. Browne, Lavery and P. Maskey. One Member, Councillor Adamson, did not vote.
The proposal was accordingly declared carried.
Cross-Cutting Issues
Provision of Automated External Defibrillators
The Committee considered the undernoted report in relation to the provision of Automated External Defibrillators in Council-owned properties.
The Committee adopted the recommendation and agreed that the scheme be piloted in all twelve Centres.
Outline of the Approach Recommended for the Council's Work on Older People
The Committee noted the contents of a report (This should be requested under Freedom of Information) which provided an update in relation to the outline of the approach recommended for the Council's Work on Older People. The Council would adopt a twin-stranded approach, the first of which would involve a strategic medium to long-term plan covering four areas, namely, Intersectoral Working, Citizenship, Improving Council Services to Older People and Advocacy. The second strand would involve a phased short-term approach to improving existing internal Council services and delivering new services which met the needs of older people.
The Committee directed that consideration of the work on older people be included in debates on Corporate Priorities and the Corporate Programme of Work.
Chairman
[1] A person cannot convert the cash in excess of the redundancy payment into Pension Scheme membership if it would produce an amount exceeding the lesser of 6 2/3rd years or a period equal to the number of years and days between leaving and age 65.
