LISBURN & CASTLEREAGH CITY COUNCIL Island Civic … · Governance & Audit Committee 13 October 2015 ; Corporate Services Committee ... Members are requested to go to the Confidential

LISBURN & CASTLEREAGH CITY COUNCIL

Island Civic Centre

The Island Lisburn

BT27 4RL

22 October 2015

TO: The Right Worshipful the Mayor, Aldermen & Councillors of Lisburn & Castlereagh City Council

The monthly meeting of Lisburn & Castlereagh City Council will be held in the Council Chamber, Island Civic Centre, The Island, Lisburn, BT27 4RL, on Tuesday, 27 October 2015 at 7.00 pm for the transaction of the business on the undernoted Agenda. You are requested to attend. Food will be available in Lighters Restaurant from 5.30 pm. DR THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council

AGENDA

1 BUSINESS OF THE RIGHT WORSHIPFUL THE MAYOR 2 APOLOGIES 3 DECLARATION OF MEMBERS’ INTERESTS;

(i) Conflict of interest on any matter before the meeting (Members to confirm the specific item)

(ii) Pecuniary and non-pecuniary interest (Member to complete the Disclosure of Interest form)

4 COUNCIL MINUTES - Meeting of Council held on 22 September 2015 - Special Meeting of Council held on 12 October 2015

5 MATTERS ARISING

6

DEPUTATIONS (None)

7 BUSINESS REQUIRED BY STATUTE (i) Signing of Legal Documents

• Lisburn and Castlereagh City Council with Hillsborough Sporting Gun Club registered office at Apartment 6B Cairn Gardens, Crumlin, County Antrim, BT29 4UZ – Lease, Agreement and Deed of Surrender in respect of lands at Old Coach Road, Hillsborough for a term of 10 years.

• Lisburn and Castlereagh City Council with Mr David Gibson of 56 Drumaknockan Road,

Hillsborough, BT26 6UP – Agreement in respect of leasing land adjacent to Drumlough Amenity Site, Dromara Road, Hillsborough for a term of 3 years with the option to extend a further 3 years.

• Lisburn and Castlereagh City Council with Mr Thomas and Mrs Doreen Elizabeth Harvey of 23 Drumlough Road, Hillsborough – Agreement in respect of leasing land adjacent to Drumlough Amenity Site, Dromara Road, Hillsborough for a term of 3 years with the option to extend a further 3 years.

(i) Signing of Legal Documents (Cont’d)

• Lisburn and Castlereagh City Council with Mr Samuel Jess of 49a Drumaknockan Road, Hillsborough, BT26 6QP – Agreement in respect of leasing land adjacent to Drumlough Amenity Site, Dromara Road, Hillsborough for a term of 3 years with the option to extend a further 3 years.

• Lisburn and Castlereagh City Council with Dr Roger Rosborough of 7 Drumlough Road,

Hillsborough, BT26 6PY – Agreement in respect of leasing land adjacent to Drumlough Amenity Site, Dromara Road, Hillsborough for a term of 3 years with the option to extend a further 3 years.

• Hillsborough and Castlereagh City Council with Mr James Watson of 47 Drumaknockan Road, Hillsborough, BTBT26 6QP – Agreement in respect of leasing land adjacent to Drumlough Amenity Site, Dromara Road, Hillsborough for a term of 3 years with the option to extend a further 3 years.

• Lisburn and Castlereagh City Council with Clanmil Housing Association Limited of Northern Whig House, 3 Waring Street, Belfast, BT1 2XD – Licence Agreement for the use of car park at 46c Castle Street, Lisburn for a period of 4 weeks.

8 ADOPTION OF MINUTES OF COMMITTEES

Leisure & Community Development Committee 6 October 2015 Environmental Services Committee 7 October 2015

Development Committee 7 October 2015 Governance & Audit Committee 13 October 2015 Corporate Services Committee 13 October 2015 Special Governance & Audit Committee 27 October 2015 (Verbal Update by the Chairman) For Noting Special Planning Committee 1 October 2015 Planning Committee 5 October 2015

9

REPORT FROM CHIEF EXECUTIVE

Items for Decision

1 NILGA Working Groups and Associated Member Networks 2 Guidance on the Effective Complaints Handling and the Principles of Good Administration –

Training 3 Planning Applications – Corporate View

3.1 Planning Application S/2011/0659/F 3.2 Planning Application I/2014/0332/PREAPP

4 Lifeline Public Consultation by Public Health Agency 5 Contact NI Conference “Suicide Prevention – What Works?” 11 November 2015 Belfast 6 Managing Fraud Risk in a Changing Environment 17 November 2015 Belfast 7 National Association of Councillors AGM 28 November 2015 Harrogate 8 46C Castle Street Car Park – Third Party Licence Agreement 9 Department for Regional Development – Transport NI Eastern Division

9.1 Station Road, Lambeg – Proposed Waiting Restrictions

Items for Noting

10 Local Government (Performance Indicators and Standards) Order (NI) 2015 11 NI Civil Service Departmental Restructuring Programme 12 Centenary Gallipoli Pilgrimage 4-10 October 2015 13 Date for December Council Meeting

10 REPORTS OF MEMBERS ON BOARDS

11 REPORTS ON DECISIONS SUBJECT TO THE RECONSIDERATION PROCEDURE

(None)

12 NOTICE OF MOTION (None)

13

CONFIDENTIAL BUSINESS Members are requested to go to the Confidential folder on SharePoint.

Report by the Chief Executive in connection with:

Items for Decision

1 Amazing the Space – Proposed Peace Building Initiative (Confidential due to information relating to an individual concerned)

2 Lord Mayors Show, London 12-14 November 2015 (Confidential due to information relating to an individual concerned)

14 ANY OTHER BUSINESS

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Minutes of the Monthly Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 22 September, 2015 at 7:00 pm PRESENT:

The Right Worshipful the Mayor Councillor R T Beckett Deputy Mayor Councillor A Redpath Aldermen W J Dillon MBE, A G Ewart, M Henderson MBE, T Jeffers, W A Leathem, S Martin, G Rice MBE and J Tinsley Councillors N Anderson, J Baird, B Bloomfield MBE, R Butler, P Catney, A P Ewing, J Gallen, A Girvin, J Gray MBE, A Grehan, B Hanvey, H Legge, J McCarthy, U Mackin, B Mallon, T Mitchell, T Morrow, Jenny Palmer, John Palmer, L Poots, S Skillen, M Tolerton and R Walker

IN ATTENDANCE:

Lisburn & Castlereagh City Council Chief Executive Director of Corporate Services Director of Development and Planning Director of Environmental Services Director of Leisure and Community Services Director of Finance and the Convergence of IT Systems Head of Central Support Services Head of Marketing and Communication (Mrs C Bethel) Transition Manager IT Manager Committee Secretary Attendance Clerk

Commencement of the Meeting At the commencement of the meeting, The Right Worshipful the Mayor, Councillor R T Beckett, having welcomed those present to the meeting, requested that all mobile phones be put on standby or silent for the duration of the meeting. Prayers At the invitation of The Right Worshipful the Mayor, Councillor R T Beckett, Pastor Jimmy Ritchie, Hillsborough Elim Pentecostal Church, addressed the Council and said a prayer. Pastor Ritchie expressed condolences in respect of the following recent bereavements and prayed for the families of the deceased:

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Prayers (Contd)

• Mr James Shortt, father of Peter Shortt, Rural Development Officer; • Mr Harry Lewis, former Member of Lisburn City Council. Mr Lewis stood down

from Council in 2005, having served as Deputy Mayor of Lisburn Borough Council in 1993/94 and Mayor in 1994/95 and 1995/96;

• Mr Tommy Jess, World War Two Veteran and resident of Lisburn. At the conclusion of prayers, The Right Worshipful the Mayor, Councillor R T Beckett, asked that those present stand and observe a minute’s silence as a mark of respect for former Elected Member and Mayor of Lisburn, Mr Harry Lewis. 1. Business of The Right Worshipful the Mayor

The Right Worshipful the Mayor outlined the engagements he had attended during the month as follows: − together with the Chairman of the Leisure and Community Development

Committee, Alderman S P Porter, The Right Worshipful the Mayor, Councillor R T Beckett, had hosted a reception for Wallace High School to mark sporting achievements over the last number of years;

− SERC Graduation Ceremony in the Waterfront Hall;

− Hillsborough Oyster Festival, at which The Right Worshipful the Mayor advised there had been a record number of attendees. Councillor Beckett congratulated Mr Colin Shirlow on having retained his oyster eating champion crown;

− Quaker Tapestry Exhibition Launch in the Irish Linen Centre;

− Friends High School Speech Day;

− Service of Installation for Reverend Michael Davidson at Railway Street Presbyterian Church;

− Great North Run. Councillor Beckett had taken part himself in this event, at which a lot of money had been raised for many charities. Councillor Beckett thanked the Deputy Mayor, Councillor A Redpath, for having deputised for him at a number of events over this weekend;

− Royal Garden Party at which The Right Worshipful the Mayor and the Lady Mayoress had had the honour of meeting the Earl and Countess of Wessex;

− Ceremonial Divisions of HMS Hibernia at Thiepval Barracks by Commodore Andrew Jameson, Commander of the Maritime Reserves, at which the Chief Executive had also been in attendance;

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1. Business of The Right Worshipful the Mayor (Contd)

− the Mayor’s Inaugural Dinner which had been held at La Mon House Hotel. This was the first such dinner and the first major civic event of the new Lisburn & Castlereagh City Council. For their help in making the event the success it had been, the Mayor paid tribute to the Head of Central Support Services, the Mayor’s Secretary, the Clerical Officer in the Mayor’s Office and the staff in the Marketing and Communications Unit. The event had been attended by Dame Mary Peters CH DBE and Mrs Sharron Davies MBE, both former Olympic Medallists, who had taken part in a question and answer session. The Mayor of Warrington had also been in attendance. There had been a record number of guests at the dinner and a record amount of money raised for the Mayor’s Charity, some £6,000. The Mayor thanked all those Members who had attended the dinner; and

− Lisburn Probus 40th Anniversary Service of Thanksgiving in Eglantine Parish Church.

At this juncture, Alderman W J Dillon, paid tribute to the late Mr Harry Lewis who had been an Elected Member of Council for many years. He stated that Mr Lewis had been a stalwart of the Ulster Unionist Party not only in the Council, but in the Party as a whole. Alderman Dillon stated that the UUP owed Mr Lewis a debt of gratitude for the way he had conducted himself whilst an Elected Member. He had had good relationships with everyone during his term in Council. Alderman Dillon stated that both the Council and the ratepayers of Lisburn were saddened by Mr Lewis’ passing and encouraged Members to attend the funeral service on Thursday.

2. Apologies It was agreed to accept apologies for non-attendance at the meeting on behalf of Aldermen D Drysdale and S P Porter and Councillors O Gawith, A Givan,

V Kamble and A McIntyre. 3. Declarations of Interest

There were no declarations of interest made at this point in the meeting; however, during the meeting, the Deputy Mayor, Councillor A Redpath, declared a non-pecuniary interest in Item 9.8 “Tree Tender” due to his former employment with Pinsent Masons, during which time he had been trained by Mr S Cairns. Councillor H Legge submitted a declaration of interest form in respect of Item 9.7 “Housing Executive – 44th Annual Report” due to her membership of the Board of the Northern Ireland Housing Executive.

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4. Council Minutes

It was proposed by Alderman A G Ewart, seconded by Councillor B Bloomfield and agreed that the minutes of the meeting of Council held on 25 August, 2015 be confirmed and signed, subject to the following amendments: Alderman T Jeffers left the meeting at this point (7.20 pm) Page 307, Item 9.8 Northern Ireland Local Government Association – Dairy Farm and Milk Production Industry At the request of Councillor T Morrow, it was agreed that the last sentence of the fourth paragraph be amended to read “He stated that the Department of Agriculture and Rural Development (DARD) had a responsibility in this matter and highlighted the lack of research into low cost milk production by DARD”. Page 316, Item 13.2 Advertisement of Planning Applications At the request of Councillor U Mackin, it was agreed that the first sentence be amended to read “In response to a question from Councillor U Mackin the Director of Development and Planning provided clarification in regard to the award of the contract to the Belfast Telegraph”. Alderman T Jeffers returned to the meeting at this point (7.22 pm). It was proposed by Alderman A G Ewart, seconded by Councillor L Poots and agreed that the minutes of the special meeting of Council held on 9 September, 2015 be confirmed and signed.

5. Matters Arising

There were no matters arising. 6. Deputations There were no deputations. 7. Adoption of Minutes of Committees

It was noted that, on this occasion, minutes were being ratified in advance of signing of legal documents, given that the signing of these documents was subject to the ratification of items included in the Environmental Services and Corporate Services Committee minutes. It was agreed that the minutes and recommendations of the undernoted meetings be adopted, subject to any changes recorded below:

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Environmental Services Committee 2 September, 2015 Proposed by Councillor B Hanvey Seconded by Councillor T Mitchell Page 320, Item 5.1 Departmental Business Plan 2015-2017 Councillor U Mackin stated that, having viewed the structure of staffing levels presented to the Committee meeting, there appeared to be two posts that were additional to what had been previously agreed by the Shadow Council following two Away Days. In response to Councillor Mackin’s comments, the Director of Environmental Services explained that the organisational design included in the Business Plan was a draft and would require to be agreed through the organisational design process with the Corporate Management Team and subsequently by Members. Development Committee 2 September, 2015 Proposed by Alderman A G Ewart Seconded by Alderman W J Dillon Leisure and Community Development Committee 3 September, 2015 Proposed by Alderman J Tinsley Seconded by Councillor J Gray Page 366, Item 6.1 Representation on Sport Lisburn & Castlereagh Councillor B Bloomfield referred to the second paragraph of this item which stated that “In response to queries by Councillors B Bloomfield and J Gray, the Council’s current representatives on Sport Lisburn and Castlereagh …”; however, he pointed out that he was not a representative on this body. It was agreed that the name of Councillor B Bloomfield be amended to The Right Worshipful the Mayor, Councillor R T Beckett. Governance and Audit Committee 8 September, 2015 Proposed by Alderman W A Leathem Seconded by Alderman J Tinsley Page 394, Item 7.1 Community Planning Conference – 23 September, 2015 Alderman W A Leathem reminded Members of the above conference taking place the following day at Lagan Valley Island, commencing with registration at 9.00 am. Corporate Services Committee 8 September, 2015 Proposed by Alderman J Tinsley Seconded by Councillor A Grehan

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For Noting Planning Committee 7 September, 2015 The minutes of the Planning Committee meeting of 7 September, 2015 were circulated for noting as the Planning Committee had delegated authority on all matters. The Chairman of the Planning Committee, Alderman M Henderson, asked that the minutes be noted with the following amendment: Page 373, Item 11 “Y/2015/0065/F – Local (called-in in accordance with Paragraph 21 of the Protocol for the Operation of the Planning Committee), variation of Condition 4 of Y/1986/0061 to allow a catalogue showroom retailer (Argos) to occupy 115 sq m of the existing 4000 sq m Homebase store at Upper Galwally, Belfast Final paragraph to be amended to read “AGREED: To defer consideration of Planning Application Y/2015/0065/F to allow appropriate conditions to be drawn up”.

8. Business Required by Statute

(i) Signing of Legal Documents On a proposal by Alderman A G Ewart, seconded by Councillor M Tolerton, it was agreed that the following legal documents be signed at the meeting:

• Lisburn and Castlereagh City Council with Minprint Limited of 401 Castlereagh Road, Belfast, BT5 6QP – Contract for the supply and delivery of Corporate Stationery, Lot 2 – Business Print;

• Lisburn and Castlereagh City Council with The Pierce Partnership Limited of 17 Dargan Crescent, Duncrue Estate, Belfast, BT3 9RP – Contract for the supply and delivery of Corporate Stationery, Lot 1 – Corporate Stationery; and

• Gerald McCloskey of Drumgaw Road, Armagh, County Armagh and Lisburn and Castlereagh City Council – Lease of site at 35 Mill Road, Purdysburn, County Down for use as a fleet depot and as welfare facilities for a period of six months.

9. Report from Chief Executive

It was agreed that the reports and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.

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Items for Decision 9.1 Office of the First Minister and Deputy First Minister (OFMDFM) – District Council Good Relations Programme 2015-2016: Variation of Letter of Offer Members were reminded that, at the Council meeting held on 25 August, 2015, it had been agreed to accept an initial Letter of Offer dated 30 July, 2015 issued by OFMDFM to the Council in the sum of £69,608.93. At that time, it had been noted that this represented 50% of the proposed allocation to the Council for 2015-2016 and that the indication from OFMDFM was that, depending on the prevailing financial position, the remaining 50% payment may be made later this year. Members were now advised that, on 2 September, 2015, a Letter of Variance had been received from OFMDFM replacing the Letter of Offer dated 30 July. This Letter of Variance confirmed the award to the Council of the revised sum of £145,717.25, representing 100% of the grant to the Council under the above Programme in the current financial year. It was agreed that the Letter of Variance dated 2 September, 2015 be accepted. 9.2 46C Castle Street Car Park – 3rd Party Licence Agreement The Chief Executive reported that Clanmil Housing had approached the Council with regard to gaining access, on a short-term basis, to the Council’s car park at the above address to assist the Housing Association in the development of the adjacent property. The Council’s professional advisors had drawn up a Licence Agreement to facilitate this matter. Clanmil had indicated that access arrangements would be needed for approximately 2 weeks. Alderman J Tinsley having pointed out that, when open to the public, this car park had a box in which motorists could leave a donation for their parking, which was donated to the Mayor’s charity, it was proposed by Alderman J Tinsley, seconded by Alderman A G Ewart and agreed to approve the 3rd Party Licence Agreement at 46C Castle Street Car Park to permit Clanmil Housing Association access to the Council’s car park to assist in the development of adjacent property, subject to a proportion of the payment received by the Council being donated to the Mayor’s charity. 9.3 Conference on Infrastructure in Northern Ireland 4 February, 2016 – Central Belfast Members having been provided with details of the above conference, the estimated cost of a Member attending which was £223, it was agreed that the Chairmen and Vice-Chairmen of the Development and Planning Committees be nominated to attend the conference.

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9.4 Adult Learning Conference 6 October, 2015 – Belfast Members having been provided with details of the above conference, the only cost of a Member attending which would be mileage, it was agreed that the Chairman and Vice-Chairman of the Leisure and Community Development Committee be nominated to attend. Items for Noting 9.5 Councillors Jenny and John Palmer Members noted receipt of notification dated 3 September, 2015 from Councillors Jenny and John Palmer advising that they were now Members of the Ulster Unionist Party. Alderman M Henderson welcomed both Councillors to the Party. 9.6 Historic Royal Palaces – Annual Review 2014/2015 Members noted receipt of the above publication, which would be made available to any Member wishing to have sight of its contents. 9.7 Housing Executive – 44th Annual Report Members noted receipt of the above publication, which would be made available to any Member wishing to have sight of its contents. Additional Report An additional report having been circulated to Members late in the afternoon, Alderman W A Leathem stated that additional reports should not be presented unless they contained items of an urgent nature. Following discussion, it was agreed that the undernoted items contained in the additional report be referred to relevant Committees for consideration and in future, only urgent items be presented in additional reports: (a) Dates, Venue & Subjects for NAC Events 2015/2016 (b) Correspondence from DELNI – Importance of Continuing Investment in Higher Education in Northern Ireland (c) Thank You Letter from Derek McCallan, CE of NILGA, in Relation to Staff at Bradford Court (d) Correspondence from Department of Environment for Northern Ireland in relation to Birthday Honours Round 2016 (e) Co-operation and Working Together (CAWT) Annual Progress Report 2014

10. Reports from Members on Boards There were no reports from Members on Boards.

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11. Reports on Decisions Subject to the Reconsideration Procedure There were no reports on decisions subject to the reconsideration procedure. 12. Notice of Motion There were no Notices of Motion. 13. Confidential Business

Report by the Chief Executive The Right Worshipful the Mayor, Councillor R T Beckett, advised that the item contained in the Chief Executive’s confidential report would be dealt with “In Committee” for the following reasons: (i) it contained information relating to the financial or business affairs of any

particular person (including the Council holding that information); and (ii) it contained information in relation to which a claim to legal professional

privilege could be maintained in legal proceedings. The Right Worshipful the Mayor having thanked members of the public present for their attendance, asked that they leave the meeting. The Deputy Mayor, Councillor A Redpath, the Mayor’s Chaplain, Pastor J Ritchie, and the member of public in the gallery left the meeting at this point (7.39 pm). “In Committee” It was proposed by Councillor N Anderson, seconded by Alderman T Jeffers and agreed that the item in the Confidential Report be considered “in committee”, in the absence of members of the press and public being present. Item for Decision 13.1 Tree Tender The Chief Executive set out in her report, background details in respect of the above matter, a report on which had been presented to the Environmental Services Committee in June 2015 in respect of outstanding tree works and the budgetary requirements to enable this commitment to be met. Permission had been obtained to seek tender submissions for the additional works identified in the tree condition report. Members were provided with a copy of the latest update from the Council’s solicitors in respect of confirmation of the material change and the requirement for the Council to re-tender the works due to the financial scale of the works which were considered to be a material change to the original contract.

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It was agreed to approve Tender T83 for the tree felling works, as detailed in the survey presented to the Environmental Services Committee in June 2015. Resumption of Normal Business It was proposed by Councillor P Catney, seconded by Councillor N Anderson and agreed to come out of committee and normal business was resumed. The Deputy Mayor, Councillor A Redpath, and the member of public who had been in attendance returned to the meeting at this point (7.41 pm).

14. Any Other Business

14.1 NILGA Full Members Meeting – 25 September, 2015 Alderman M Henderson Alderman M Henderson having stated that he was unable to attend the NILGA Full Member Meeting on 25 September due his attendance at another conference, it was agreed that Councillor John Palmer take his place at the meeting. 14.2 BBC News Studio Relocation Councillor John Palmer Councillor John Palmer referred to a recent news report he had heard in relation to the possible relocation of the BBC News Studio to the Jordanstown area. Councillor Palmer suggested that the Council lobby for the studio to consider relocating to the Council area, which would help to promote the City.

There being no further business, the meeting was terminated at 7.43 pm. Mayor

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LISBURN & CASTLEREAGH CITY COUNCIL Minutes of Special Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Monday 12 October 2015 at 7:00 pm PRESENT: The Right Worshipful the Mayor

Councillor R T Beckett Deputy Mayor, Councillor A Redpath ALDERMEN: A G Ewart, WJ Dillon MBE, S Martin, S P Porter, G Rice

MBE, and J Tinsley COUNCILLORS: B Bloomfield MBE, R Butler, S Carson, A Ewing, J Gallen,

O Gawith, A Girvin, A Givan, J Gray MBE, A Grehan, B Hanvey, V Kamble, U Mackin, B Mallon, A McIntyre, J McCarthy, T Mitchell, Jenny Palmer, John Palmer, S Skillen, M Tolerton and R Walker

IN ATTENDANCE: Chief Executive

Director of Development and Planning Director of Corporate Services Director of Leisure and Community Services Transition Manager Committee Secretary Attendance Clerk

Commencement of the Meeting The Right Worshipful the Mayor, Councillor R T Beckett, thanked those present for their attendance. The Right Worshipful the Mayor asked that any Member entering or leaving the meeting alert him accordingly so that the Committee Secretary might accurately reflect arrival and departure times in the minutes. 1. Apologies It was agreed to accept apologies for non-attendance at the meeting on behalf of Aldermen D Drysdale, M Henderson MBE, T Jeffers and WA Leathem and Councillors J Baird, P Catney, H Legge, T Morrow, L Poots

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2. Declarations of Interest There were no declarations of interest. 3. Presentations:

3.1 TranslinkNI

Members noted that Translink NI had indicated that its representatives were unable to attend this evening’s meeting. It was agreed to write to TranslinkNI expressing the Council’s dismay at their non-attendance at the meeting and the short notice given to the Council.

3.2 SONI Ltd

The Right Worshipful the Mayor welcomed to the meeting representatives of SONI, Ms Natasha Sayee, Senior Public Affairs Specialist; Mr Shane Brennan, Project Manager Grid Development, together with Mr Daniel McLaughlin and Mr David Kerr, Strategic Planning.

Ms Sayee thanked Members for the opportunity to come and speak about the work of SONI and in particular about the North South Interconnector Project. Company. She outlined the background and activities of SONI including the following:

• SONI was the System Operator for Northern Ireland working under licence from the Department of Enterprise, Trade and Investment

• It had 130 employees and provided graduate and placement programmes, including a placement scheme with Wallace High School

• The company’s office in Castlereagh acted as command centre for all electricity output across Northern Ireland

• Northern Ireland and the Republic of Ireland had joined up to create an all-island wholesale electricity market.

• The North South Interconnector Project was the lynchpin in future development of the grid in Northern Ireland

Mr Brennan then outlined the company’s projects within the Council area. He also outlined key facts about the North South Interconnector Project, including:

• Joint project between SONI and Eirgrid • 400kV overhead line linking electricity networks in NI and ROI • £204m investment • 138km in length with 401 new towers across the route, of which 102 would

be in Northern Ireland • Crossing Counties Tyrone, Armagh, Monaghan, Cavan and Meath • 626 landowners directly impacted

He emphasised the importance of the project in maintaining the security of supply, delivering customer savings and providing potential for business expansion and inward investment. He outlined the timescale for the project with the outcome of the planning process expected by the year end and construction to be completed

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by 2020. The SONI representatives answered Members’ questions on a range of issues, including the following:

• The decision to proceed with an overhead line was based on the fact that underground cabling was 5 times more expensive and much less reliable.

• The estimate of £14m customer savings was considered to be a conservative one

• Risks that could impact on the project timeline included issues arising from the planning process; landowner negotiations and compensation; and construction issues

• The risk of outage due to security incidents was reduced by the introduction of a second interconnector in Northern Ireland.

• The project was at a critical point in development and SONI would welcome a formal indication of support from the Council

• The project’s job creation potential lay in the development of infrastructure that would attract inward investment from large telecommunication companies dependent on a reliable and secure energy supply

(During Members’ questions, Councillor J Gallen left at 7.40 pm; Councillor S Skillen left at 7.42 pm and returned at 7.46 pm; Alderman AG Ewart left at 7.48 pm and returned at 7.58 pm) The Right Worshipful the Mayor thanked the representatives of SONI for their presentation and they then left the meeting. It was proposed by Alderman J Tinsley, seconded by Councillor Jenny Palmer and agreed that the Council forward to SONI a formal letter of support for the North South Interconnector Project. (Councillor J Gray left at 8.02 pm and Councillor S Skillen left at 8.03 pm) 3.3 Christians Against Poverty

The Right Worshipful the Mayor, Councillor RT Beckett, welcomed the representatives of Christians Against Poverty, Mr Paul Bailie, Lisburn CAP Manager; Ms Heather Purdy, CAP Belfast; and Ms Naomi Bryans who had worked in CAP HQ, Bradford, for 6 years.

The CAP representatives outlined the work of CAP in provision of a free debt counselling service across Northern Ireland, highlighting the following points:

• CAP now had 21 centres in Northern Ireland • All centres were supported by CAP head office in Bradford • Its support services included home visits, debt coaching, ongoing support

by volunteer befrienders, CAP payment plans, and job clubs. • Its centres operated in partnership with a local church but support was

given regardless of faith or religion

CAP representatives then answered Members’ questions including the following:

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• If CAP advisors were aware that a client was not availing of benefits to which

they were entitled, they would arrange a referral to CAB • CAP’s funding came from a variety of sources, its Life Changing Programme,

individual contributions, fund raising events and applications to trusts and funds.

• The service was not provided to people who were self-employed; also, if people failed to keep to the agreed debt management programme, the service could be discontinued.

• CAP was averaging 2 new clients per month in Lisburn and 4 new clients per month in Castlereagh. Over all of Northern Ireland it had 435 active clients. Its emphasis was on providing long term support until clients were debt free.

• The 21 centres around Northern Ireland did not involve dedicated offices as the service was brought out to clients in their homes and the befriending service was provided by volunteers.

(During Members’ questions, the Deputy Mayor, Councillor A Redpath, left at 8.19 pm; Alderman SP Porter left at 8.22 pm; Alderman WJ Dillon and Alderman AG Ewart left at 8.25 pm)

The Right Worshipful the Mayor, Councillor RT Beckett, thanked the representatives of CAP for their presentation and they then left the meeting. It was agreed that the Council should write to Christians Against Poverty thanking them for their work in providing a free debt counselling service to people in need. Members were also asked to publicise the charity’s work wherever possible including sharing on Twitter and Facebook.

(Alderman AG Ewart returned at 8.33 pm)

4. Report by Chief Executive

4.1 Special Meeting of the Governance and Audit Committee on 27 October 2015

It was agreed to hold a special meeting of the Governance and Audit Committee on 27 October 2015 to consider and approve the following:

a) Legacy Accounts for Lisburn City Council and Castlereagh Borough Council

for the Year ended 31 March, 2015 b) Lisburn City & Castlereagh District Council (Shadow Accounts) for the period

ended 31 March, 2015 c) Lisburn City & Castlereagh Borough Statutory Transition Committee for the

period Ended 19 June, 2014 d) Lagan Rural Partnership for the year ended 31 March, 2015 e) Lisburn & Castlereagh Peace III Statutory Joint Committee for the period

ended 31 December, 2014 f) Review of Internal Audit Effectiveness – Report from Ernst & Young g) Performance Improvement Audit for Lisburn & Castlereagh City Council

It was also agreed that the Committee be given delegated authority to approve these matters.

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There being no further business, the Special Meeting of Council concluded at 8.37 pm. Mayor

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Minutes of the proceedings of Leisure and Community Development Committee meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Tuesday 6 October 2015, at 5.30 pm

IN THE CHAIR: Alderman S P Porter

PRESENT: The Right Worshipful the Mayor, Councillor RT Beckett Aldermen W.J. Leathem Councillors N Anderson, B Bloomfield, R Butler, J Gallen, A Givan,

J Gray, V Kamble, T Morrow, S Skillen and R Walker IN ATTENDANCE: Director of Leisure & Community Services Head of Services (Parks & Amenities)

Head of Services (Sports Services) Members’ Services Officer

COMMENCEMENT OF MEETING The Chair welcomed Members and Officers to the meeting of the Leisure and Community Development Committee. 1. APOLOGIES It was agreed to accept apologies from Alderman J Tinsley; Councillors H Legge; Councillor A McIntyre; the Deputy Mayor, Councillor A Redpath; and the Head of Service (Cultural & Community) 2. DECLARATIONS OF INTEREST The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. A Declaration of Conflict of Interest form was submitted in respect of the following item:


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• The Chair, Alderman SP Porter, declared an interest in Item 4.12.3 Billy Neill Soccer Centre of Excellence on the basis that he was a Board Member of the Public Health Agency

3. MINUTES OF THE LEISURE AND COMMUNITY DEVELOPMENT

COMMITTEE MEETING HELD ON 3 SEPTEMBER 2015 It was agreed that the Minutes of the Leisure and Community Development Committee meeting held on 3 September 2015 be confirmed and signed 4. REPORT FROM THE DIRECTOR OF LEISURE & COMMUNITY SERVICES It was proposed by Councillor S Skillen, seconded by Councillor A Givan, and agreed that the report and recommendations of the Director of Leisure & Community Services be adopted, subject to any decisions recorded below Items for Decision:

4.1 PROPOSED LISBURN NORTH SATELLITE COMMUNITY CENTRE: TRANSFER OF LANDS AT RATHVARNA DRIVE FROM NORTHERN IRELAND HOUSING EXECUTIVE It was agreed that it be recommended that the Council accept the Land and Property Services’ valuation of £25,000 relating to the transfer of lands at Rathvarna Drive, Lisburn, from the Northern Ireland Housing Executive to the Council and that the matter be passed to the Corporate Services Committee to progress the transfer.

4.2 LANDS AT 30 ROSNEATH DRIVE, BALLYBEEN [BALLYORAN COMMUNITY CENTRE]: CORRESPONDENCE FROM NORTHERN IRELAND HOUSING EXECUTIVE

The Director of Leisure and Community Services referred to the proposal to create a link way from the Council owned car park to the NIHE car park in Brodick Way to improve safety for both pedestrians and vehicles. Members noted that the Northern Ireland Housing Executive [NIHE] had asked the Council to confirm its willingness to purchase the lands It was agreed that it be recommended that the Council confirm with NIHE its willingness to purchase the lands and seek a valuation thereof. It was also agreed that, in the interim, officers would investigate the construction costs for the link way. A further report covering both land purchase and construction costs would then be brought back to the Committee for consideration.


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4.3 NOMINATIONS TO EXTERNAL BODIES

4.3.1 LISBURN COMMERCE AGAINST CRIME

It was proposed by Alderman W.A. Leathem, seconded by Councillor J Gray and agreed that the Councillor A Givan be nominated as the Council’s representative on the Executive Committee of Lisburn Commerce Against Crime for the rest of the Council term.

4.3.2 LAURELHILL SPORTS ZONE

It was proposed by Alderman W.A. Leathem, seconded by the Right Worshipful the Mayor, Councillor RT Beckett and agreed that Alderman SP Porter be appointed as the Council’s representative on the Executive Committee of Laurelhill Sports Zone for the rest of the Council term.

4.4 PEACE III – DISALLOWED COSTS

Members were reminded that in September 2015 the Council had approved payment of £6,985.41 to cover disallowed costs arising from the Peace III Programme. The Director of Leisure and Community Services advised that this figure had been incorrect and that the total disallowed expenditure amounted to £10,684.14. It was agreed that It be recommended that Council approve the payment of the balance of the disallowed expenditure namely £3,697.73 4.5 LISBURN RANGERS FC – REQUEST TO ATTEND AS A

DEPUTATION Members considered a request from Lisburn Rangers FC to attend a future meeting of the Committee to make a presentation in regard to the Club’s future plans. Members noted that the Club was in the seventh year of a ten year lease from the Council in respect of lands at Lisburn Leisure Park. The Chair stated that a Council-wide review of policies and procedures for leasing facilities to clubs was currently being carried out.

It was agreed that, at this stage, officers be asked to meet with Lisburn Rangers FC to discuss leasing arrangements and the Club’s future plans in advance of a deputation being invited to make a presentation to the Committee. 4.6 GOOD RELATIONS: RE-PRIORITISED DRAFT BUDGET

Members noted that, following the Council’s acceptance in September 2015 of the Letter of Variance confirming the total amount of Good Relations grant for 2015/16 available from the Office of the First & Deputy First Minister, the


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Programme Budget was being revised to reflect the available funds and a draft re-prioritised budget would be brought to a future meeting of the Committee.

Items for Noting

4.7 DEFERRAL OF ITEMS

It was agreed to defer consideration of the following items on the Director’s report to later in the meeting:

• Culture & Identity Grant Scheme 2015 -2016 • Good Relations Grant Awards 2015-2016 Update. • Christmas Tree Community Switch On Events Grant Scheme

4.8 SPORT NI – CORRESPONDENCE REGARDING ACTIVE

COMMUNITIES PROGRAMME

Members noted correspondence dated 9 September 2015 from Sport NI advising that the Active Communities Award, which funded the majority of costs associated with the active Communities Programme, would expire on 31 March 2016. They were advised that a more detailed report on the matter would be brought to a future meeting.

4.9 ARTS COUNCIL NI – RELOCATION TO LISBURN &

CASTLEREAGH Members noted that the Arts Council of Northern Ireland was moving from MacNeice House in South Belfast to accommodation in The Sidings, Lisburn for a period of up to 18 months from 23 October 2015. 4.10 COMMUNITY GROUP TRAINING PROGRAMME: SEPTEMBER –

DECEMBER 2015

Members noted the Community Group Training Programme, September – December 2015, copies of which were circulated at the meeting.

4.11 REPORT OF MR BRENDAN COURTNEY, HEAD OF SERVICE

[SPORTS SERVICES] It was proposed by Councillor B Bloomfield, seconded by Councillor T Morrow, and agreed that the report and recommendations of the Head of Service (Sports Services) be adopted, subject to any decisions recorded below. Items for Decision:


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4.11.1 JOINT GYM MEMBERSHIPS: VITALITY HEALTH & FITNESS SUITE

The Head of Service (Sports Services) reported on abuse issues arising with the joint membership category that formed part of the agreed charging policy for the Vitality Health and Fitness Suite.

It was agreed that the joint membership category be discontinued immediately; that existing joint memberships would continue to be honoured; and that any existing joint memberships requesting a change of partner would not be accepted and the membership would lapse. It was also agreed that the impact of these changes would be monitored as part of the ongoing review of charging policies.

4.11.2 COCA-COLA LISBURN HALF MARATHON, 10K AND FUN

RUN: EVENT REPORT

It was agreed to recommend that the Council note the report on the 2015 Coca-Cola Lisburn Half Marathon, 10K and Fun Run and approve the recommendations contained therein.

At the request of Members, the Head of Service (Sports Services) undertook that in future events officers would seek feedback from participants in order to ascertain the total amount of funding raised for charities as a result of the event.

4.12 REPORT OF MR ROSS GILLANDERS, HEAD OF SERVICE [PARKS

& AMENITIES]

It was proposed by Councillor N Anderson, seconded by Councillor S Skillen, and agreed that the report and recommendations of the Head of Service (Parks & Amenities) be adopted, subject to any decisions recorded below.

Items for Decision:

4.12.1 PERMISSION TO SIGN LEGAL INDEMNITY AGREEMENT

The Head of Service (Parks & Amenities) referred to an Armed Forces Community Covenant Grant made to St Patrick’s GAA, based at Kirkwoods Road Playing Fields, to enable drainage works to proceed. It was agreed that it be recommended that Council approve that the Mayor and Chief Executive sign an Indemnity Agreement with St Patrick’s GAA to enable drainage works at Kirkwoods Road to proceed.

4.12.2 REQUEST FROM SANTOS FC TO PLACE A STORAGE

CONTAINER AT THE CARRYDUFF SCOUT PITCH


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The Head of Service (Parks & Amenities) reported on a request from Santos FC that Carryduff Scout Pitch be marked out for two 35m x 25m areas in accordance with the IFA Small Sided Games Strategy; that the existing full sized goal posts be removed; and that permission be given to placement of a storage container at the pitch. It was agreed that it be recommended that the Council accede to the request from Santos FC in respect of Carryduff Scout Pitch subject to all necessary statutory approvals, insurances and indemnities being in place and that approval be given for an Indemnity Agreement to be signed by the Mayor and Chief Executive.

4.12.3 BILLY NEILL SOCCER CENTRE OF EXCELLENCE It was agreed that it be recommended that the Council give permission for officers to explore and progress the development proposals for the perimeter of Billy Neill Playing Fields utilising Public Health Agency grant funding.

4.12.4 REGENERATION OF FULLERTON PARK AND JUBILEE

PARK- OUTLINE CONCEPT PLAN

It was agreed that it be recommended that Council agree that a copy of the Concept Plan Report for Fullerton Park and Jubilee Park prepared by the RPS Group be provided to Dunmurry Community Association.

The Chair asked that a letter of thanks be forwarded to Mr Billy Thompson, Chair of Dunmurry Community Association, for the contribution made by him and the Association to the local community.

4.12.5 WEST LISBURN YOUTH RESOURCE CENTRE AND

LAGANVIEW ENTERPRISE CENTRE EXTENSION PQQ - PART 2

The Head of Service (Parks & Amenities) provided an update in respect of the West Lisburn Youth Resource Centre and Laganview Enterprise Centre Extension.

It was agreed that it be recommended that, following confirmation of the evaluation process by the Central Procurement Directorate for the West Lisburn Youth Resource Centre and Laganview Enterprise Centre, the Council approve progressing with the ITT stage.

4.12.6 STOCKDAM GLEN – DRAFT MASTER CONCEPT PLAN


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Members considered a Draft Master Plan for Stockdam Glen that had been produced by Groundwork NI through a funded programme.

It was agreed that it be recommended that the Council approve the procurement of Management Consultants to prepare an Economic Appraisal and Business Case for Members’ consideration and subsequently, if progressed, the preparation and submission of a planning application for Stockdam Glen Park. It was also agreed that the Head of Services (Parks & Amenities) would investigate and report back to Committee in respect of a small piece land currently being offered for sale at Duncan’s Dam at the entrance to the car park. 4.12.7 PLAYBOARD ANNUAL CONFERENCE

It was agreed that any Member interested in attending the Playboard Annual Conference in the Ramada Plaza Hotel, Belfast, on 26 November 2015 should contact the Head of Service (Parks & Amenities). It was noted that there was no attendance fee involved.

Items for Noting:

4.12.8 APPLICATION TO THE ARMY COVENANT FUND

Members noted the Expression of Interest to the Army Covenant Fund submitted by Co-operation Ireland and the Council’s initial support in the venture. They were advised that, depending on the outcome of the Expression of Interest application, further dialogue would be required around the level of support required from the Council.

4.12.9 ULSTER GRAND PRIX BIKE WEEK 2015

Members noted that an update would be provided to the Committee following a meeting with the Dundrod & District Motorcycle Club and that the UGP Steering Group would be convening to consider the Club’s plans for the future.

4.12.10 BIODIVERSITY PROJECT

The Head of Service (Parks & Amenities) outlined details of a biodiversity project for a wildflower garden/outdoor classroom in Moat Park carried out in conjunction with Dundonald Primary School. Members noted that the school had applied for grant aid from the Challenge Fund and that the outcome of the application would be known in October.


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4.13 ADDITIONAL REPORT BY THE DIRECTOR OF LEISURE AND COMMUNITY SERVICES

It was proposed by the Right Worshipful the Mayor, Councillor RT Beckett, seconded by Alderman WA Leathem and agreed that the additional report and recommendations of the Director of Leisure and Community Services be adopted, subject to any decisions recorded below.

4.13.1 LARGYMORE ROYAL BLACK DISTRICT CHAPTER NO. 9 – COUNTY DEMONSTRATION 27 AUGUST 2016

The Head of Service (Parks & Amenities) reported that Council had previously granted permission for Largymore Royal Black District Chapter No. 9 to use Wallace Park on 27 August 2016 as the Assembly and Dispersal Point for the County Demonstration. He advised that the Chapter had submitted a further request for the use of Barbour Playing Fields to host the County Down Demonstration.

It was proposed by Alderman WA Leathem, seconded by Councillor A Givan and agreed to recommend that the Council approve the use of Barbour Playing Fields as the Demonstration Field for the Largymore Royal Black District Chapter No. 9 – County Demonstration on 27 August 2016 in addition to the use of Wallace Park as the Assembly and Dispersal Point. 4.13.2 COMMUNITY CHRISTMAS TREE “SWITCH ON” EVENT GRANT AWARDS 2015 Members noted a report detailing the awards being made under delegated authority from the Community Christmas Tree ‘Switch On’ Event Grant Scheme for 2015. 4.13.3 CULTURE & IDENTITY GRANT SCHEME AWARDS 2015-2016 Members considered a report on the Culture and Identity Grant Scheme Awards 2015-2016. The Director of Leisure & Community Services updated Members on the assessment of applications and Members noted that officers would be meeting with eligible applicants to review and improve the proposals and determine levels of grant calculation within the grant scheme framework with a further report being brought back to the Committee. Members queried the basis on which one of the applications had been judged ineligible. The Director undertook to check the matter. 4.13.4 GOOD RELATIONS GRANT AWARDS 2015-2016 UPDATE


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Members noted that, following public advertisement, 17 completed applications had been submitted to the above grant scheme and were currently being assessed. It was anticipated that the awards would be reported to the Council’s meeting in October

5. CONFIDENTIAL REPORT BY THE DIRECTOR OF LEISURE AND

COMMUNITY SERVICES

The Director advised that the items contained in his confidential report would be dealt with “In Committee” and outlined the reason for each item listed in the Confidential report, as follows: Item 5.1: Confidential for reason of information which is likely to reveal the identity of an individual Item 5.2: Confidential issue relating to the financial and business affairs of an individual Item 5.3: Confidential issue relating to the financial and business affairs of an individual Item 5.4: Confidential issue relating to the financial and business affairs of an individual

In Committee It was proposed by the Right Worshipful the Mayor, Councillor RT Beckett, seconded by Councillor B Bloomfield and agreed that the items in the Confidential Reports be considered ‘In Committee’ in the absence of members of the press and public.

5.1 CASTLEREAGH HILLS GOLF COURSE: ISSUE OF POTENTIAL

STRAY GOLF BALLS FOLLOWING RECONFIGURATION OF EXISTING SECOND AND EIGHTH HOLES

Members noted a report by the Head of Service (Sports Services) on the issue of potentially stray balls following reconfiguration of the 2nd and 8th holes at Castlereagh Hills Golf Course. The Head of Service confirmed the issue had been reported to HSENI but, after further investigation, they agreed that the Council had taken every reasonable precaution and the matter was now closed. Furthermore the Council’s professional advisor had confirmed he was happy with the original post reconfiguration risk assessment. It was agreed to recommend that the Council accept that the measures taken to date were satisfactory in minimising as far as possible the risks of stray balls. 5.2 HILDEN FORMER PRIMARY SCHOOL – APPOINTMENT OF AN

ARCHITECTURAL DESIGN TEAM


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Members noted a detailed progress report in respect of the Hilden School Community Project including the appointment of the Boyd Partnership as the architectural design team. 5.3 3RD GENERATION PITCH AT LAURELHILL SPORTS ZONE –

APPOINTMENT OF A BUSINESS CASE CONSULTANT Members noted a progress report on the development of a 3rd Generation Pitch at Laurelhill Sports Zone including the appointment of Otium Leisure Consultancy for the delivery of Green Book Business Case Economic Appraisal. 5.4 MUGA RESURFACING, LAGAN PARK, DROMARA Members noted the appointment of Tony Patterson Sportsgrounds Limited for the resurfacing works at Lagan Park having provided the most economically advantageous tender. Out of Committee

It was proposed by Councillor R Walker, seconded by Councillor N Anderson and agreed that the Committee come “Out of Committee”.

6. ANY OTHER BUSINESS

6.1 CREWE UNITED FC DINNER The Head of Services (Parks & Amenities) advised that he was available after the Committee for Members to collect their tickets for the Crewe United FC Dinner taking place on 10 October 2015. 6.2 CSAW EVENT AT LAGAN VALLEY LEISUREPLEX Councillor Bloomfield reported on the success of a recent CSAW (Castlereagh Safe and Well Project) event that had taken place at Lagan Valley Leisureplex and commended all involved in its organisation. 6.3 BRUCE MULLIGAN CUP – INTER-COUNCIL GOLF COMPETITION The Right Worshipful the Mayor, Councillor RT Beckett, reported on the Bruce Mulligan Cup, a golfing competition between the Council and Ards and North Down Borough Council that had recently taken place at Castlereagh Hills Golf Course. He advised that the Council’s team had been successful and the trophy would be displayed at the forthcoming Council meeting. He expressed thanks to all involved in organising the competition.


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6.4 COMMUNITY GROUP TRAINING LEAFLET The Director of Leisure and Community Services responded to queries regarding the community group training programme and events. 6.5 FOUNTAIN AT WALLACE PARK

The Head of Service (Parks & Amenities) reported on a recent incident that had occurred in Wallace Park involving damage to the fountain and updated Members on repair arrangements.

6.6. SKATE BOARDING IN LISBURN PUBLIC REALM

Councillor A Givan expressed concern that memorial plinths in Lisburn Public Realm were being damaged by skate boarding activities.

There being no further business, the meeting ended at 6.35 pm. _________________________ ___________________ Chair Date

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Environmental Services Committee 07.10.15

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LISBURN & CASTLEREAGH CITY COUNCIL Minutes of the proceedings of the Environmental Services Committee meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Wednesday, 7 October 2015, at 5:30 pm IN THE CHAIR: Councillor Brian Hanvey PRESENT: Aldermen T Jeffers and S P Porter Councillors N Anderson, B Bloomfield MBE, P Catney, A

Givan, J Gray MBE, T Mitchell, T Morrow, Jenny Palmer, L Poots and S P Porter

IN ATTENDANCE: Head of Service (Technical and Estates) Head of Service (Operational Services) Head of Service (Environmental Health) Health & Safety Officer 1. APOLOGIES Apologies had been received from The Right Worshipful The Mayor Councillor R T Beckett, Councillor J Baird, Councillor A McIntyre and Councillor R Walker. 2. DECLARATIONS OF INTEREST The Chairman invited Members to declare any conflicts of interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. Declarations of Interest were received during the course of the meeting in respect of the following:

• Councillor L Poots – Item 5.3 - Member of arc21 3. MINUTES OF THE ENVIRONMENTAL SERVICES COMMITTEE MEETING HELD

ON 2 SEPTEMBER 2015 It was proposed by Councillor Jenny Palmer, seconded by Councillor N Anderson and agreed that the minutes of the Environmental Services Committee meeting held on 2 September 2015 and adopted by the Council at its meeting held on 22 September 2015 be confirmed and signed. 4. DEPUTATION

4.1 RIVERS AGENCY – FLOOD MAPS IN NORTHERN IRELAND

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Members received a presentation relating to Item 2 in the report from the Director of Environmental Services, from Mr Malcolm Calvert and Mr Jim Martin from the Rivers Agency in respect of flood maps in Northern Ireland. Following the presentation, Members asked questions in respect of measures that could be taken to prevent flooding and whether the Rivers Agency was making representations to the Department for Regional Development. Members also advised Mr Calvert and Mr Martin of particular areas of risk, ie blocked culverts in Dundonald and a low bridge in Glenavy, where fallen trees regularly posed a high risk of flooding. AGREED: To note the presentation from the Rivers Agency in respect of flood maps in Northern Ireland. 5. REPORT FROM THE DIRECTOR OF ENVIRONMENTAL SERVICES (presented

by the Head of Service (Technical and Estates)

Items for Noting The Committee agreed that all items for noting should be proposed and seconded collectively following consideration.

5.1 COUNCIL’S DRAFT ELECTRIC VEHICLE CHARTER

The Head of Service (Technical and Estates) tabled a copy of the draft Electric Vehicle Charter of Commitment for Members’ information. He advised that, following consideration, a full response would be presented to the Development Committee.

5.3 RESIDUAL WASTE TREATMENT PROJECT – UPDATE ON NOTICE OF OPINION

The Head of Service tabled correspondence from the Department for Regional Development regarding the planning application for the residual waste treatment project. He advised there was a 28-day period to submit a response. As a member of arc21, Councillor L Poots declared an interest at this point.

5.4 REVISED WASTE MANAGEMENT PLAN AGREED: To defer consideration of the revised Waste Management Plan to a future meeting of the Committee.

5.5 ARC21 MEMBERS’ BULLETIN The Head of Service tabled an additional publication of the arc21 Members’ Bulletin, containing a summary update regarding the sub-regional waste management plan, the residual waste treatment project and the various contracts.

5.6 THE DEVELOPMENT OF DEPARTMENTAL PERFORMANCE IMPROVEMENT INDICATORS


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The Head of Service referred to the requirement in the department Business Plan for 2015/2016 to adopt a minimum of one key area to measure and report on their performance improvement activities and he stated that service quality had been chosen as the performance improvement area in the Environmental Services Department.

5.7 ENVIRONMENTAL SERVICES INTERNAL AUDIT REPORTS The Head of Service advised that the Council’s Internal Audit section had carried out five separate audit reports in the Environmental Services Department since January 2015 and he listed the outcome for Members’ information. Councillor Jenny Palmer enquired whether Members could be forwarded more detailed information and the Head of Service replied that he would make this information available for Members as soon as it became available.

5.8 SPEED LIMIT – BALLYNAHINCH ROAD, LISBURN The Head of Service tabled a proposal from Transportni relating to the introduction of a speed limit of 50mph on the Ballynahinch Road, Lisburn, beginning approximately 287m south of the junction with Kensington Park and ending approximately 130m north of the junction with Green Road, Legacurry.

5.9 NUCLEAR-FREE LOCAL AUTHORITIES’ ALL-IRELAND FORUM The Head of Service tabled correspondence from the Nuclear Free Local Authorities All-Ireland Forum, asking for nominations to attend a conference on 30 October 2015.

5.10 DRAINAGE (NORTHERN IRELAND) ORDER 1973 – DRAINAGE (ENVIRONMENTAL IMPACT ASSESSMENT) REGULATIONS (NORTHERN IRELAND) 2006

The Head of Service tabled correspondence from the Rivers Agency regarding a flood alleviation scheme at Lissue Stream, Lisburn. The closing date for responses relating to the proposed scheme was 30 October 2015. It was proposed by Councillor Jenny Palmer, seconded by Councillor N Anderson and AGREED: To note Items 5.1 to 5.10, except Item 5.4, in the report from the Director of Environmental Services.

5.11 REPORT FROM THE HEAD OF SERVICE (OPERATIONAL SERVICES)

Items for Decision 5.11.1 GRASS CUTTING – LCCC AREA APPROACHES The Head of Service tabled recommendations relating to a programme of grass cutting in the Council’s gateway approach areas for Members’ consideration.


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In response to a question from Councillor A Givan, the Head of Service advised that a minimum of 12 cuts per year would be required using the equipment currently owned by the Council. Councillor P Catney asked to place on record his appreciation of the excellent work carried out by staff but he urged caution in respect of health and safety. The Chair enquired whether grass cutting in some areas bordering Belfast City Council could be completed in co-operation of the two councils. The Head of Service replied that it appeared that Belfast City Council did currently not have trained staff to carry out this work. He added that the Council was currently liaising with the Department for Regional Development in respect of the provision of grass cutting in gateway areas and a report would be tabled at a future meeting of the Committee. It was proposed by Councillor L Poots, seconded by Councillor P Catney and AGREED: To approve the following:

(1) Grass cutting of the gateway approaches as outlined in the report from the Head of Service (Operational Services);

(2) Completion of the necessary statutory street works training to complete the works associated with the gateway approaches;

(3) The procurement of the necessary statutory Street Works signage required to complete the works associated with the gateway approaches;

(4) Table a further report at a future meeting of the Committee in respect of road safety arrangements.

5.11.2 CEMETERY RULES AND REGULATIONS The Head of Service tabled the completed review of the Council’s cemetery rules and regulations as well as Interment procedures for Members’ consideration. It was proposed by Councillor Jenny Palmer, seconded by Councillor P Catney and AGREED: To approve the updated cemetery rules and regulations and interment procedures. Items for Noting 5.11.3 ULSTER IN BLOOM 2015 The Head of Service advised that Hillsborough had been successful in the large village category of the 2015 judging of the Ulster in Bloom competition. Councillor Jenny Palmer expressed her delight and asked to pass on congratulations to all staff involved. 5.11.4 ROADS (NI) ORDER 1993 – PROPOSED ABANDONMENT OF

LANDS AT DERRIAGHY ROAD AND RIVER ROAD, LISBURN


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The Head of Service tabled correspondence from the Department for Regional Development in respect of the proposed abandonment of lands at Derriaghy Road and River Road, Lisburn for Members' information. 5.11.5 ROADS (NI) ORDER 1993 – PROPOSED STOPPING UP OF

POND PARK ROAD / BEANSTOWN ROAD, LISBURN The Head of Service tabled correspondence from the Department for Regional Development in respect of the proposed stopping up of the Pond Park Road / Beanstown Road in order to facilitate the completion of the Lisburn North Feeder road scheme for Members’ information. It was proposed by Councillor T Morrow, seconded by Councillor B Bloomfield and AGREED: To note Items 5.11.3 to 5.11.5 in the report from the Head of Service (Operational Services). 5.11.6 ANY OTHER BUSINESS – OPERATIONAL SERVICES 5.11.6.1 INCIDENT The Head of Service advised that a crew member had received a crushed ankle in an RCV incident at Bridge Street. Surgery had been successful. 5.11.6.2 ORNAMENTAL FOUNTAIN IN WALLACE PARK The Head of Service advised that the ornamental fountain in Wallace Park had been damaged the previous weekend. The Incident had been reported to the PSNI. It was further hoped that the fountain would be restored. 5.11.6.3 RELOCATION The Head of Service advised that the Operational Services unit was currently relocating to Altona Road. He stated that location and contact details would be made available once the relocation had been completed.

5.12 REPORT FROM HEAD OF SERVICE (TECHNICAL AND ESTATES) Items for Decision 5.12.1 COLLECTION AND RECYCLING OF METALS FROM COUNCIL

HOUSEHOLD RECYCLING CENTRES / CIVIC AMENITY SITES The Head of Service advised that the current contractor for metals had contacted the Council regarding a downward trend of the market price, which meant that the current rebate price per tonne could no longer be sustained. The contractor had asked the Council to consider a variation of the current price per tonne to £35 plus VAT for the duration of the current contract and any extension, with no further price variations. Metal market prices would be jointly reviewed on a monthly basis and a price increase would be agreed and shared pro rata.


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It was proposed by Councillor B Bloomfield, seconded by Councillor T Morrow and AGREED: To approve the revised contract price as outlined in the report from the Head of Service (Technical and Estates). 5.12.2 KEEP NORTHERN IRELAND BEAUTIFUL – ‘LIVE HERE LOVE

HERE’ - REQUEST FOR FINANCIAL SUPPORT The Head of Service referred to a previous request from Keep Northern Ireland Beautiful for financial support of £20,000 per annum during the 2015/2016 and 2016/2017 financial years for the ‘Live Here Love Here’ campaign, which had been declined by the Council and no provision had been included in the budgets for the current financial year. Further correspondence had now been received, asking that the Council reconsider supporting the programme, and the Head of Service sought Members’ views. It was proposed by Councillor J Gray, seconded by Councillor B Bloomfield and AGREED: To adhere to the Council’s previous decision not to support the Keep Northern Ireland Beautiful campaign ‘Live Here Love Here’ at this point in time to enable Officers to consider a process and funding package that could be brought before the Committee at a future date. 5.12.3 SIGNING OF LEASE FOR OPERATIONAL PREMISES AT

RYAN LANE, BALLYGOWAN ROAD At the request of the Head of Service, it was agreed to defer consideration of the signing of the lease for operational premises at Unit 3, 113 Ryan Lane, Ballygowan Road. A number of issues had arisen that required clarification. Items for Noting 5.12.4 EDUCATION VEHICLE - UPDATE The Head of Service outlined details of the occasions the education vehicle had been used or would be used to deliver a range of activities designed to support the curriculum via a sustainable waste management message. It was proposed by Alderman P Porter, seconded by Councillor L Poots and AGREED: To note Item 5.12.4 in the report from the Head of Service (Technical and Estates)

5.13 REPORT FROM HEAD OF SERVICE (ENVIRONMENTAL SERVICES) Items for Decision


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5.13.1 SERVICE LEVEL AGREEMENT WITH BELFAST CITY COUNCIL

The Head of Service tabled a Service Level Agreement produced by Belfast City Council, outlining the service they intend to provide in respect of tobacco offences, how data would be processed and the rights and responsibilities of signatories to the Service Level Agreement for Members’ consideration. It was proposed by Councillor T Morrow, seconded by Councillor P Catney and AGREED: To sign the data processing and sharing agreement with Belfast City Council in order to fulfil the Council’s statutory obligations under the Tobacco Retailers Act (Northern Ireland) 2014. 5.13.2 EC APPROVAL FOR FOOD PREMISES – APPLICATION FOR

APPROVAL OF DRAYNES FARM UNDER REGULATION (EC) NO 853/2004

It was proposed by Councillor Jenny Palmer, seconded by Alderman T Jeffers and AGREED: To approve an application from Draynes Farm under Regulation (EC) No 853/2004 for the production, storage, packaging and distribution of dairy products (ice-cream) using pasteurised milk and cream obtained from an EC-approved establishment. 5.13.3 OFF-STREET CAR PARKING The Head of Service referred to discussion at the September meeting of the Committee in respect of the option of extending the existing Service Level Agreement with Transport NI relating to off-street parking. Following investigation of the option of entering in the Service Level Agreement on a year-by-year basis for a maximum of three years. During the ensuing discussion, Members raised concerns about the financial sustainability of the current off-street parking arrangements and agreed to defer consideration of an extension of the Service Level Agreement with Transport NI in respect to off-street parking until more information had become available. 5.13.4 HOUSES IN MULTIPLE OCCUPATION The Head of Service referred to correspondence from the Northern Ireland Assembly regarding the consultation document entitled Houses in Multiple Occupation. He tabled comments relating to the consultation for Members’ consideration. The new proposals would introduce the following:

• A new definition of houses in multiple occupation • A licensing scheme • A fit-and-proper person test • New enforcement powers • New powers to issue a Prohibition Notice


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• Powers to open statutory information-sharing gateways to assist in the identification and regulation of houses in multiple occupation

It was proposed by Councillor Jenny Palmer, seconded by Councillor P Catney and AGREED: To approve the comments in relation to the consultation document entitled Houses in Multiple Occupation. 5.13.5 HOME ACCIDENT PREVENTION (HAP NI) The Head of Service tabled a copy of correspondence from the Chair of Home Accident Prevention Northern Ireland to the Chief Executive regarding home accident prevention and seeking continuation of support for the work of Home Accident Prevention Northern Ireland. It was proposed by Councillor N Anderson, seconded by Councillor A Givan and AGREED: To confirm the Council’s support towards Home Accident Prevention Northern Ireland. Items for Noting 5.13.6 GAS SAFE WEEK The Head of Service outlined details of a pending initiative regarding gas safety and advised that the Environmental Health Service Unit had pledged support for the Gas Safe Register-led Gas Safe Week, which took place on 14-20 September 2015, on behalf of the Council. 5.13.7 MUSCULO-SKELETAL DISORDER EVALUATION REPORT The Head of Service tabled an evaluation report from the Health and Safety Executive Northern Ireland relating to an inspection campaign focusing on musculo-skeletal disorders in 2014/2015. 5.13.8 THE LOCAL GOVERNMENT (MISCELLANEOUS PROVISIONS)

(NORTHERN IRELAND) ORDER 1985 – ARTICLE 3 – LICENSING OF PLACES OF ENTERTAINMENT – RENEWAL OF LICENCE

The Head of Service advised that, following no objections from the PSNI and the Northern Ireland Fire & Rescue Service, relevant documentation regarding renewal of entertainment licences had been forwarded to the Licensing Officer and entertainment licences would be issued for the named premises. 5.13.9 PETROLEUM CONSOLIDATION ACT (NORTHERN IRELAND)

1929 – RENEWAL OF LICENCE The Head of Service advised that, following no objections from the PSNI and the Northern Ireland Fire & Rescue Service, relevant documentation regarding renewal of


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petroleum licences had been forwarded to the Licensing Officer and petroleum licences would be issued for the named premises. 5.13.10 THE DOGS (NORTHERN IRELAND) ORDER 1983 – FAILURE

TO PAY FIXED PENALTY NOTICES The Head of Service advised that, in September 2015, seven persons had failed to pay Fixed Penalty Notices for not having dog licences and legal proceedings would be instigated under Article 17(1) of the above legislation. Also in September 2015, one person had failed to pay a Fixed Penalty Notice for allowing their dog to stray and legal proceedings would be instigated under Article 22(1) of the above legislation. 5.13.11 THE DOGS (NORTHERN IRELAND) ORDER 1983 – UPDATE

ON PROSECUTIONS The Head of Service advised that one person had appeared in Lisburn Court for a second breach of control conditions following a dog attack on another dog under Article 30F(1) of the above legislation. Also in September 2015, a one case listed to be heard at Newtownards Court following non-payment of a Fixed Penalty Notice for allowing a dog to foul on lands at Brooklands Football Pitch, Ballybeen, had been adjourned due to non-attendance of the defendant. 5.13.12 HEALTH PROMOTION – HYGIENE TRAINING The Head of Service advised that Officers had carried out a number of educational programmes as well as routine interventions with local businesses and community organisations. Food Safety Instruction Training had been delivered to Lower Broomhedge Community Association on 13 August 2015. He added that a report would be tabled at a future meeting of the Committee. 5.13.13 APPLICATION FOR ADDITIONAL ACTIVITY TO THE

APPROVAL OF McCULLA IRELAND LTD UNDER REGULATION (EC) NO 853/2004

The Head of Service advised that, following a visit to the premises of McCulla Ireland Ltd to assess infrastructure and proposed food safety management systems for compliance with the regulations, it had been agreed that the premises met the requirements for conditional approval of the proposed activities. A further inspection was planned to take place in three months to ensure full compliance with requirements and, if all conditions have been met, a report would be brought to Council seeking the granting of full EC approval in accordance with the procedures of the statute. 5.13.14 APPLICATION FOR ADDITIONAL ACTIVITY TO THE

APPROVAL OF HANNAN MEATS UNDER REGULATION (EC) NO 853/2004


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The Head of Service advised that, following a visit to the premises of Hannan Meats to assess infrastructure and proposed food safety management systems for compliance with the regulations, it had been agreed that the premises met the requirements for conditional approval of the proposed activities. A further inspection was planned to take place in three months to ensure full compliance with requirements and, if all conditions have been met, a report would be brought to Council seeking the granting of full EC approval in accordance with the procedures of the statute. 5.13.15 THE SAFETY ADVISORY GROUP MINUTES The Head of Service tabled the minutes of the Safety Advisory Group meeting held on 9 September 2015 for Members’ information. It was proposed by Councillor N Anderson, seconded by Councillor B Bloomfield and AGREED: To note Items 5.13.6 to 5.13.15 in the report from the Head of Service (Environmental Health). 6. ANY OTHER BUSINESS

6.1 THE TENANCY DEPOSIT SCHEME ADVERTISING CAMPAIGN The Head of Service stated that correspondence from the Department for Social Development had been received, advising of the launch of a major advertising campaign to raise greater awareness of the Tenancy Deposit Scheme.

6.2 AGENDA Alderman P Porter stated that, due to the size of the report, it had been necessary to keep discussion in respect of some items very brief. The Chair agreed and suggested that Officers should prioritise and, if there were many items for consideration, some less urgent ones could be presented in the following month.

6.3 HILLSBOROUGH MEMORIAL Councillor Jenny Palmer reminded Officers that the memorial in Hillsborough would require some maintenance to be carried out before the annual Remembrance Sunday event.

6.4 THANKS Councillor P Catney referred to an incident of petty vandalism and threatening behaviour towards Council Officers in Killultagh, and he thanked all staff who were present for their assistance. There being no further business, the meeting ended at 6.53 pm. Chair: Date:

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Development Committee 07/10/2015

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Minutes of the proceedings of the Development Committee Meeting of Lisburn & Castlereagh City Council held in the Island Civic Centre, Lisburn, BT27 4RL on Wednesday, 7 October 2015 at 7.00 pm IN THE CHAIR: Alderman A G Ewart PRESENT: The Right Worshipful the Mayor

Councillor R T Beckett

OTHER MEMBER:

Alderman W J Dillon MBE and S Martin Councillors B Bloomfield MBE, S Carson, A P Ewing, J Gallen, A Givan, U Mackin, T Mitchell, Jenny Palmer, S Skillen and M H Tolerton Councillor B Hanvey

IN ATTENDANCE:

Lisburn & Castlereagh City Council Director of Development & Planning Head of Economic Development Head of Building Control Tourism Development Manager Regeneration Manager Committee Secretary

Lanyon Communications and MARCOL Ms Katie Dornan Gary McCollum Nicky McCollum Kirsty McCandless

Commencement of Meeting The Chairman, Alderman A G Ewart, welcomed everyone to the October Meeting of the Development Committee. 1. Apologies It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillors J Baird and Hazel Legge.

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2. Declarations of Interest

The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard, which had been provided at the meeting.

A Declaration of Interest form was received from Councillor S Carson in respect of item 5.2.6 Dromara Destroyer Tourism Project in view of a family member being a member of this group.

3. Minutes It was agreed that the Minutes of the Development Committee meeting held on

2 September 2015, as adopted by the Council at its meeting held on 27 September 2015, be confirmed and signed.

Matters Arising

Councillor M H Tolerton indicated that she had submitted an apology for the September Meeting and wished to have her name included in the list of apologies for the September Meeting.

Councillor S Skillen also wished to have her name included in the list of apologies for the September Meeting as she had been on honeymoon at that time.

4. Presentation on the Future of Lisburn Square – “In Committee” As outlined in the Confidential Report by the Director of Development and Planning (item 1 refers), previously circulated, representatives of Lanyon Communications and Marcol, the new owners of Lisburn Square, were in attendance at the Meeting in order to present their plans for the renewal and development of the Square.

“In Committee”

The Chairman, Alderman A G Ewart, stated that the presentation on the subject of Lisburn Square was required to be considered “in Committee” due to information relating to the financial or business affairs of the organisations concerned (including the Council holding that information). It was proposed by Alderman W J Dillon, seconded by Councillor Jenny Palmer, and agreed that the presentation on the future of Lisburn Square be considered “in Committee” in the absence of press or members of the public.

Prior to receiving the deputation to the Meeting the Head of Economic Development and the Director of Development and Planning provided Members


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4. Presentation on the Future of Lisburn Square – “In Committee” (Cont’d) with an overview of the background to Lisburn Square and also the Market that

had operated out of the Square, in particular the recent developments concerning the Market.

The Chairman, Alderman A G Ewart, on behalf of the Committee, extended a welcome to Ms Katie Doran, Mr Gary McCollum, Mr Nicky McCollum and Ms Kirsty McCandless from Lanyon Communications. Ms Doran commenced the presentation with an overview of Marcol, the new owners of Lisburn Square, which was a leading UK property company. Ms Doran proceeded to discuss the vision and ambition for Lisburn Square during which she discussed the following: - Investment opportunities for the Square - the strategy in relation to investment and branding of the Square - a number of key opportunities for Lisburn City Centre, the population of Lisburn, and the Lisburn & Castlereagh City Council as a result of a redefined Lisburn Square - a programme for a number of key event initiatives to coincide with and support the various events in the City area - working to ensure the new strategy is communicated to all stakeholders. Ms Doran concluded the presentation by highlighting the main challenges going forward, namely; (a) attracting tenants and (b) the concept of ‘the Market’ in Lisburn Square.

Following the presentation the representatives responded to questions and concerns from the Committee in relation to a number of issues arising out of the presentation, including: - the manner in which the Market traders had been informed of the relocation of the Market - steps to fill vacant units - timescale for full occupancy in the Square - the importance of supporting the residential tenants especially in relation to antisocial behaviour - the need to promote Lisburn Square in order that new visitors were aware

of the shops and facilities in the Square


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4. Presentation on the Future of Lisburn Square – “In Committee” (Cont’d)

- the need for quality low cost office space to attract businesses into the Square

- the longer term vision for the Market in Lisburn.

The Chairman thanked the deputation for their attendance and their presentation following which they left the Meeting (7.42 pm).

It was proposed by Alderman W J Dillon, seconded by Councillor S Skillen, and agreed to come out of Committee, and normal business was resumed. Resumption of Normal Business

On the resumption of normal business it was noted that the following recommendations had been made:

- the presentation by Lanyon Communications and Marcol be noted,

- Council Officers continue to engage with the Marcol and Lanyon

Communications in the development of Lisburn Square, and

- further updates be provided to the Committee in due course.

The Regeneration Manager left the Meeting (7.42 pm). 5. Report by the Director of Development and Planning It was agreed that the report and recommendations of the Director of Development and Planning be adopted subject to any decisions recorded below. For Decision 5.1 Draft Departmental Business Plan

It was agreed to recommend that the Draft Departmental Business Plan, as circulated, be agreed.

5.2 Statement of Community Involvement (SCI)

The Director reminded the Committee that Councils were required under Section 4 of the Planning Act (Northern Ireland) 2011 to prepare a Statement of Community Involvement (SCI).

The Committee had been furnished with a copy of a report by the Planning Manager in relation to the draft Statement of Community Involvement (SCI), seeking Members comments on the Statement, as circulated, prior to the public consultation being initiated in respect of the Draft SCI.


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5.2 Statement of Community Involvement (SCI) (Cont’d)

It was noted that a copy of a PowerPoint presentation outlining the key elements of the Statement of Community Involvement, which had been delivered to the Planning Committee at its Meeting held on 5 October 2015, had been circulated for Members’ information.

It was agreed to recommend that any comments by Members on the Draft Statement of Community Involvement be taken into consideration and included in the Council’s SCI, where appropriate.

Councillor S Skillen enquired if Ballybeen Women’s Centre and the Food Bank in Dundonald could be included in the list of Community/Voluntary Groups within the Lisburn & Castlereagh City Council area.

5.3 RICS Planning and Development Conference , Belfast

Tuesday 3 November 2015

The Committee had been furnished with details of the above Planning and Development conference, the estimated cost of a Member’s attendance being £126.80.

It was agreed that the Chairman and/or Vice Chairman of the Committee be nominated to attend the RICS Planning and Development Conference on Tuesday 3 November 2015.

5.4 Report of Head of Building Control It was proposed by Councillor M H Tolerton, seconded by Councillor S Skillen, and agreed that the Report by the Head of Building Control be adopted subject to any decisions recorded below: For Noting 5.4.1 Building Control Applications – Full Plan Applications and Regularisation Certificates The Committee noted the undernoted information in regard to the Full Plan Applications and Regularisation Certificate:

- for the period 20 August 2015 to 19 September 2015, 107 Full Plan Applications had been “approved” and that 34 Regularisation Certificates had been issued in accordance with the powers delegated. 5.4.2 Department of Finance and Personnel – Completion Notice Ready Report to Land and Property Services The Committee noted the undernoted information in regard to Completion Notice Ready Reports:


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5.4.2 Department of Finance and Personnel – Completion Notice Ready Report to Land and Property Services (Cont’d) - the Completion Notice Ready Report for the period 20 August 2015 to 19 September 2015 returned to the Department of Finance and Personnel (DFPNI), Land and Property Services had indicated that a total of 66 properties had been identified as having reached occupiable status.

5.4.3 Department for Social Development – Affordable Warmth Project

The Committee noted the undernoted information in regard to visits by Home Assessment Officers within the Council’s Building Control Service: - in the month of August 2015 had visited 353 dwellings for the Affordable

Warmth Scheme and made 95 referrals for home improvements to the NIHE.

The Head of Building Control left the Meeting at 7.47 pm.

5.4 Report by Head of Economic Development Item for Decision 5.4.1 Hillsborough Tourism Masterplan – Presentation The Head of Economic Development reminded Members of the presentation to the Committee at the September Meeting by Tourism & Transport Consult International and reported that the Council’s Tourism Development Manager was in attendance at the Meeting in order to present further details on the Masterplan, with a particular focus on the proposed Project Action Plan. The Chairman, Alderman A G Ewart, on behalf of the Committee, extended a welcome to the Tourism Development Manager. With the aid of PowerPoint the Tourism Development Manager elaborated on the 10-year Masterplan vision which was “to make Hillsborough a must visit destination for visitors to Ireland”. The Tourism Development Manager discussed the short term plans for the Masterplan including:

- development opportunities, with a focus on the funding application to the Department of Agriculture and Rural Development in 2016 (as part of the Council’s Rural Development Programme. Options were the regeneration of Hillsborough Park and/or the modernisation of the Visitor Information Centre in Hillsborough.

- traditional marketing & communication of the masterplan initiatives,

- digital tourism marketing, and communications,


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5.4.1 Hillsborough Tourism Masterplan – Presentation (Cont’d)

- community involvement, training and destination development.

Medium/long term plans at this stage included:

- development of additional B&B establishments, and

- upgrading of the Hillsborough Forest Car Park to include overnight touring services.

The Tourism Development Manager concluded the presentation by outlining a number of “next steps” in progressing the Hillsborough Tourism Masterplan following the Committee’s approval of the Draft Action Plan, namely:

- a drop-in session for the community on 21 October 2015

- a final masterplan produced and to be presented to a future Meeting of the Committee

- future project concepts to be brought back to the Development Committee, for approval, and

- DARD applications progressed from 1 March 2016. Following the presentation the Tourism Development Manager responded to comments and questions from the Committee in relation to the draft Action Plan. Councillor U Mackin and Alderman W J Dillon welcomed the fact that Historic Royal Palaces (HRP) had taken over the operation of Hillsborough Castle and welcomed involvement by HRP in the Council’s Tourism Masterplan for Hillsborough. The Right Worshipful the Mayor, Councillor R T Beckett, expressed disappointment in relation to a recent statement by the Chief Executive of Tourism NI when he had omitted Lisburn & Castlereagh City Council from the list of Councils that Tourism NI had been working with to promote tourism across the Province.

It was proposed by The Right Worshipful the Mayor, Councillor R T Beckett, seconded by Alderman W J Dillon, and agreed to recommend that the Council writes to the Chief Executive of Tourism NI, Mr John McGrillen, conveying this Council’s disappointment on this occasion and highlighting the important tourism developments that were being progressed across the Lisburn & Castlereagh City Council area.

Councillors B Hanvey and U Mackin left the Meeting (8.17 pm).

Councillor Jenny Palmer indicated her support to the above proposal and discussed a number of potential ideas for the building of former Council Headquarters in Hillsborough, in view of its location at the top of the Village.


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5.4.1 Hillsborough Tourism Masterplan – Presentation (Cont’d) A number of Members commended the Tourism Development Manager for manner in which he had made his presentation. The Chairman, Alderman A G Ewart, on behalf of the Committee, thanked the Tourism Development Manager for his informative presentation. It was agreed to recommend that the draft Hillsborough Tourism Masterplan be agreed and that further reports on the Masterplan be brought back to the Committee in due course. The Tourism Development Manager left the Meeting at 8.30 pm. 5.4.2 Laganbank Quarter 5.4.2.1 Update on the Development Scheme and Proposed Next Phase

The Head of Economic Development reminded the Committee that the Laganbank Quarter Development Scheme had been put out to public consultation in early 2015, jointly with the Department of Social Development (DSD) with only one formal objection having been received from a local business. The Council and DSD were working together to resolve the matter. The Head of Economic Development reported that a further development appraisal had been completed by property specialists, Colliers, which still confirmed negative development values for the totality of the proposals within the site boundary. It appeared that the scale, but not the mix, of the proposed developments required revision if the development was to be made viable, and DSD had confirmed a financial contribution of £35,000 to assist the Council in this next phase of work. The Committee noted that in the next phase it was proposed that the Council appoints a multi-disciplinary team to deliver a number of required strategies and reports in taking forward the Laganbank Quarter Development Scheme. A copy of a report highlighting further definition on the nature of this work had been circulated to the Committee. The Head of Economic Development reported that the indicative budget had been estimated to be £60,000 (£35,000 from DSD and £25,000 from the Council), and that the fee for the initial appraisal updates completed by Colliers was £4,500 + VAT which was included in the overall budget estimate. It was agreed to recommend that the Committee agrees to the proposals in relation to the development of the Laganbank Quarter Development Scheme, as outlined, and that £4,500 + VAT be now paid to Colliers for completion of the initial appraisal updates.


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5.4.2.1 Updated on the Development Scheme and Proposed Next Phrase (Cont’d)

Alderman S Martin put on record his concern in regard to the length of time taken to complete the Laganbank Quarter Development Scheme, which he stated was an important part of the overall City Centre Masterplan. The Head of Economic Development responded to concerns raised by Alderman S Martin in relation to an issue with the tendering process to appoint an interdisciplinary team to progress the work of the Laganbank Quarter Development Scheme. At the request of Alderman S Martin the Head of Economic Development agreed to provide clarification to Alderman Martin on the relevant section of the procurement legislation.

5.4.2.2 DSD Letter of Support

It was agreed to recommend that the Council writes a letter to confirm its intention to continue with the Development Scheme and that the Council recognised that the scheme was not viable without government intervention.

5.4.3 Transfer of NIRDP 2007-2013 Decision Making Authority to the Council The Head of Economic Development reported since April 2015 a Legacy Joint Council Committee representing Lisburn & Castlereagh City Council and Belfast City Council had been in place to act as the main point of contact with the Managing Agent, the Department of Agriculture & Rural Development (DARD). The Legacy Committee also had responsibility for dealing with application issues and related DARD audit queries now that the delivery of the Northern Ireland Rural Development Programme (NIRDP) 2007-2013 had ceased on 30 September 2015. It was noted that DARD had confirmed that any decision relating to the NIRDP 2007-2013 post 30 September 2015 could be taken by Lisburn & Castlereagh City Council as part of the Council’s role as Lead Administrative Council for the fund. DARD had also confirmed that the Legacy Joint Council Committee could cease to operate after 30 September 2015. It was agreed to recommend that any decisions relating to the NIRDP 2007-2013 post 30 September 2015 be taken by Lisburn & Castlereagh City Council and that the Legacy Joint Council Committee ceases to operate after 30 September 2015. 5.4.4 European Funding & Networking Proposals 2015-2017 5.4.4.1 EU Funding Proposals 2015-2017 The Head of Economic Development reported that the Economic Development Unit had identified a number of relevant new European Funding opportunities which would meet key local economic objectives in relation to SME Development, Rural Development and identifying best practice in terms of the provision of local


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5.4.4.1 EU Funding Proposals 2015-2017 (Cont’d) enterprise support. Match funding secured would maximise the impact of Council funding as well as match funding Council posts in the programme management of these initiatives. The Head of Economic Development reported that the initiatives which would be opening for calls for new proposals over the coming months were:

a) Erasmus+ and b) Interreg Northern Atlantic Periphery Programme,

It was envisaged that the Council would submit two funding proposals to Erasmus+ and one bid to Interreg worth in the region of £2.6 million. It was agreed to recommend that in order to maximise these two key funding streams the Council engages with an appropriate organisation to provide specialist input into the design and preparation of two funding bids to Erasmus+ and one funding bid to Interreg EU at a total cost of £15,000 which would include capacity development support to the Economic Development staff in the preparation and submission of future EU funding initiatives. 5.4.4.2 EUROCITIES Network

The Committee noted detail in regard to EUROCITIES which was a networking platform for major European cities and which networked local governments of over 130 of Europe’s largest cities, and 40 partner cities that between them govern some 130 million citizens across 35 countries.

The Committee had been furnished with a copy of a report outlining the EUROCITIES network activities, current members and details of six knowledge forums. The Head of Economic Development reported that with a population of 138,000, Lisburn & Castlereagh City Council would be eligible to become an associated partner of EUROCITIES, which would mean the Council could participate in the Forums, chair working groups and/or vice chair the forum, have access to the key online resources for members only, including funding briefs and partner search tools, and receive electronic newsletters and communications.

It was agreed to recommend that the Council fund membership of the EUROCITIES network, and in particular the Economic Development Forum, for one year at a total cost of €4,420, to be reviewed at the end of this year.

5.4.5 Trade Development Initiative to Israel 2015-2018

The Head of Economic Development reported that the Chairman of the Economic Development Committee had been approached by UK Israel Business to explore


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5.4.5 Trade Development Initiative to Israel 2015-2018 (Cont’d) potential opportunities for developing new trade links between local businesses and Israel. UK Israel Business was a not for profit Chamber of Commerce with the sole remit to increase the level of trade between UKK businesses and Israel.

It was noted that initial discussions with UK Business Israel had identified opportunities in key sectors including Life Sciences, ICT and advanced manufacturing, for local companies with the proposed entry strategy into this market through developing partnerships on the ground with local companies. It was agreed to recommend that the Committee hosts a business information seminar for local companies in November 2015 on exploring new business opportunities in Israel and that depending on the success of this seminar the Council develops, publicly procures and delivers a trade development programme to Israel in 2016 for six local companies at a maximum cost of £30,000. It was noted that all Members of the Committee would be invited to attend the above-mentioned business information seminar. It was also agreed to recommend that a civic delegation accompany the trade delegation comprising of the Chairman and Vice Chairman of the Development Committee and two Council Officers, at an estimated total cost of £5,000.

5.4.6 Dromara Destroyers Tourism Project

The Head of Economic Development reported that the Council had been approached by the Dromara Destroyers, a group of motorcycle enthusiasts, to seek support and match funding for a commemorative capital project in Dromara village. It was noted that plans included bronze sculptures and appropriate signage at a central location within the village. The Head of Economic Development advised that the Dromara Destroyers had raised their own funds in anticipation of match funding a Rural Development Programme application and the group was now requesting Council support to further enhance the application. Members noted that planning permission had already been obtained by the group, the estimated cost for the project being a maximum of £200,000. 75% of the project cost would be potentially Rural Development funded, with £50,000 to be made up from Dromara Destroyers and Lisburn & Castlereagh City Council (£25,000 each). It was agreed to recommend that match funding up to £25,000 be made available to the Dromara Destroyers for the commemorative capital project in Dromara Village, should the application be successful from the Rural Development programme.


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5.4.7 Lisburn Public Realm – Festival of Light

The Head of Economic Development reminded the Committee of its decision in June 2015 that a Strategic Revitalisation Project application be made to the Department of Social Development (DSD) to deliver a series of strategic revitalisation projects across Lisburn City Centre, Dundonald and Carryduff. The Head of Economic Development reported that funding of £200,000 had since been secured to deliver the projects outlined and agreed previously. Members noted detail in regard to one of the initiatives, a Festival of Light, which was scheduled to run from Thursday 19 November 2015 until Sunday 20 December 2015 and which had been designed to make use of the new Public Realm space using light installations to highlight the new features and incorporate them into scheduled events. The event management company, ND Events, had been appointed to manage the event at a cost of £6,660 + VAT, and would co-ordinate the delivery of all elements of the festival within the agreed budget of £60,000 + VAT. It was agreed to recommend that the Committee accepts the funding offer from DSD of £200,000 for the Strategic Revitalisation project and agrees to the delivery of the Festival of Light by ND Events at a total cost of £66,660 + VAT.

5.4.8 Electric Vehicle Charter

The Head of Economic Development reported that the Council had been contacted by the Department of the Environment to request the Council to sign up, in principle, to an Electric Vehicle (EV) Charter. The Committee had been circulated with a copy of the ‘Go Ultra Low Bid – Charter for Lisburn & Castlereagh City Council’ which set out ways in which the Council could commit support to the Northern Ireland bid to OLEV (Office for Low Emission Vehicles) for funding to significantly increase the uptake of electric vehicles across the Province. The DOE was asking all eleven Councils to sign up to the Charter to demonstrate clearly to OLEV that the Northern Ireland bid had Local Government commitment and backing. It was agreed to recommend that the ‘Go Ultra Low Bid – Charter for Lisburn & Castlereagh City Council’ be submitted to the DOE to be incorporated into the project bid documentation to OLEV for a funding proposal in increase the uptake of electric vehicles in Northern Ireland.

5.4.9 Nominations to External Organisations

It was proposed by Councillor S Skillen, seconded by Councillor S Carson, and agreed to recommend that Councillor M H Tolerton be nominated to represent the Council on Lagan Valley Rural Transport for the duration of the Council term.


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5.4.10 Lisburn Chamber of Commerce Annual Dinner 5 November 2015 Larchfield Estate

It was agreed to recommend that in order to facilitate networking with local companies and to raise awareness of Council funded business support initiatives with Chamber Members the Chairman of the Development Committee host a table at the Lisburn Chamber of Commerce Annual Dinner at a total cost of £650 + VAT.

Items for Noting 5.4.11 Evaluation of Lagan Rural Partnership Delivery of NIRDP 2007 - 2013 in Lisburn & Castlereagh City Council and Belfast City Council

The Committee had been furnished with a copy of an executive summary of an evaluation of the delivery of the NI Rural Development Programme (NIRDP) 2007-2013 by Lisburn & Castlereagh City Council on behalf of the Joint Council Committee of the Lagan Rural Partnership. The Head of Economic Development reported that the NIRDP had funded 151 projects, helped to create 28 new rural businesses, supported the development and expansion of 45 existing rural businesses, and created and/or sustained 117 rural based jobs. It was agreed that the executive summary of the evaluation of the NIRDP 2007-2013 be noted.

5.4.12 Lisburn & Castlereagh City Council Business Solutions Roadshows

The Head of Economic Development reported that the Economic Development Unit was planning to host a number of Business Information Roadshows across the new Council area in November 2015 as part of a wider business engagement programme to profile the services which the Council and other key stakeholders could offer local businesses. The Committee had been furnished with a copy of the logo that had been developed in conjunction with the Council’s Marketing & Communications Unit and which closely reflected the new Lisburn & Castlereagh City Council branding. It was noted that proposed dates and venues for the above roadshows would be notified to Members in due course, and to which all Members of Council would be invited to attend. It was agreed that the information on the Council’s Business Solutions roadshows be noted.

5.4.13 Speciality Food Fair - Evaluation

The Committee had been furnished with and noted the content of a full evaluation of the Speciality Food Fair that had been staged in Moira Demesne on 15 August 2015


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5.4.13 Speciality Food Fair – Evaluation (Cont’d) and which had been organised by Babel Event Management with funding from Lisburn & Castlereagh City Council and the Department of Agriculture and Rural Development. Councillor M H Tolerton stated that she had attended this even and commended the standard to which the Speciality Food Fair event had been organised. Councillor J Gallen commended the detail in the above-mentioned evaluation report.

The Committee agreed to recommend that the Council support a similar initiative in 2016 at a maximum cost of £15,000 from the Tourism Development budget.

6. Confidential Report by the Director of Development and Planning

“In Committee”

The Chairman, Alderman A G Ewart, stated that the Director’s Confidential Report was required to be considered “in Committee” due to information relating to the financial or business affairs of the organisations concerned (including the Council holding that information). It was proposed by Councillor M H Tolerton, seconded by Alderman S Martin, and agreed that the Director’s Confidential Report be considered “in Committee” in the absence of press or members of the public.

6.1 Presentation by the New Owners of Lisburn Square It noted that the above presentation had been received under item 4 above. 6.2 Benson Street Public Car Park – Approach from a Housing Association

The Director updated the Committee in regard to the Council having received an approach from a housing association in regard to the future use of the land at Benson Street car park site. It was proposed by Councillor T Mitchell, seconded by Councillor J Gallen, and agreed to come “out of Committee” and normal business was resumed.

Resumption of Normal Business On the resumption of normal business it was noted that the Committee had agreed that the Council considers developing a car parking strategy for the surface car parks that transferred to the Council from the Department of Regional Development as part of local government reform, and that such a strategy tie in with a planned review of the City Centre Masterplan in 2016.


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7. Any Other Business 7.1 Lisburn City Centre Public Realm Scheme Councillor T Mitchell

The Head of Economic Development and the Director of Development & Planning responded to comments and questions from Councillor T Mitchell in relation to the on-going delay in the completion of the City Centre Public Realm Scheme and a new completion date. During discussion the following concerns were highlighted by Members, some of which had significant risk and liability implications;

- the hoardings in the City Centre had not been taken down despite numerous

assurances

- the light floor whilst operational was not yet at certification standard

- the attempts to resolve the problem with the water feature in the lower terrace

- damage to certain areas of the public realm works by skateboarders

- the cancellation of planned events to mark the completion of the Scheme in September 2016

- the likelihood that the planned Festival of Light event by the Council would require to be cancelled also

- slip hazard with the new manhole covers when wet, and

- an apparent design fault with the new bins in the City Centre, in particular the mechanism for the cigarette butt dispenser.

The Head of Economic Development responded to further questions from the Chairman, Alderman A G Ewart, and The Right Worshipful the Mayor, Councillor R T Beckett, on an appropriate way forward with the Contractors and the Consultants, in terms of penalties. It was proposed by Alderman W J Dillon, seconded by Councillor T Mitchell, and agreed that the Council consults its solicitors with regard to potential legal action against the Council’s Public Realm Consultants and the Contractor in view of the continued delay in completion of the Scheme and also the seriousness of the issues raised.

7.2 Jordans Mill Car Park Councillor A P Ewing

In response to comments from Councillor A P Ewing regarding information on social media indicating that Jordans Mill Car Park was closing on 13 October 2015 the Director of Development and Planning provided an overview to the Committee


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7.2 Jordans Mill Car Park Councillor A P Ewing (Cont’d)

on the planning issues in respect of the above car park site, it being noted that a planning appeal by the owners had been unsuccessful at the Planning Appeals Commission (PAC).

7.3 Hunday (Harry Ferguson Vintage Tractor) Collection Alderman W J Dillon

“In Committee”

The Chairman, Alderman A G Ewart, stated that the matter of the Hunday (Harry Ferguson Vintage Tractor) Collection was required to be considered “In Committee” due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information). It was proposed by Alderman W J Dillon, seconded by Councillor M H Tolerton, and agreed that the above matter be considered “in Committee” in the absence of press or members of the public.

In response to an enquiry from Alderman W J Dillon in connection with the above matter, the Head of Economic Development updated the Committee in regard to the current position in relation to the Council’s decision to purchase certain items of the Hunday Vintage Tractor Collection. The Head of Economic Development reminded the Committee that the Council at its Special Meeting held on 9 September 2015 granted delegated authority to the Development Committee to proceed with this matter. It was proposed by Councillor S Skillen, seconded by Councillor M H Tolerton, and agreed to come out of Committee and normal business was resumed. Resumption of Normal Business On the resumption of normal business it was noted that the following had been Agreed:

- the catalogue of items to be auctioned in respect of the Hunday (Harry

Ferguson Vintage Tractor) Collection to be made available to the Committee, at the earliest opportunity, and

- a Special Meeting of the Development Committee be convened, if necessary, to receive an update on this matter and to take any further decisions in order to progress the purchase of items from the Collection.


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7.4 Gregg Street Car Park The Chairman, Alderman A G Ewart The Chairman, Alderman A G Ewart, highlighted an issue with the non- availability of the Gregg Street Car Park for Council staff on Tuesday 6 October as it had been reserved for delegates attending the Ulster Bank Fraud Conference at Lagan Valley Island. Despite conference delegates having not availed of the parking facilities at this location, Council staff had been inconvenienced on this occasion. The Director undertook to have this matter investigated. The Chairman thanked Members for their attendance and there being no further business the meeting terminated at 9.30 pm.

____________________

Chairman

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Minutes of the Meeting of the Governance and Audit Committee held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 13 October, 2015 at 5:30 pm PRESENT:

Alderman W A Leathem (Chairman) The Right Worshipful the Mayor Councillor R T Beckett Deputy Mayor Councillor A Redpath Aldermen D Drysdale, A G Ewart and J Tinsley Councillors A P Ewing, J Gallen, O Gawith, A Girvin, A Grehan, V Kamble, H Legge, J McCarthy, U Mackin and T Mitchell

IN ATTENDANCE:

Chief Executive Director of Finance and the Convergence of IT Systems Director of Leisure and Community Services Transition Manager Head of Audit Community Planning Manager Performance Development Officer Audit Officer Committee Secretary

1. Apologies It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillor B Mallon and Mr B O’Neill, Northern Ireland Audit Office. 2. Declarations of Interest

The following declarations of interest were made: • the Chairman, Alderman W A Leathem, and Councillor U Mackin, declared

a non-pecuniary interest in Item 4.6, ‘Independent Review of NILGA’, due to their membership of that body; and

• Alderman A G Ewart and Councillor U Mackin declared a non-pecuniary interest in Item 4.2 ‘Special Meeting of Governance and Audit Committee – 27 October, 2015’, due to their membership of Lagan Rural Partnership.

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3. Minutes

It was agreed that the minutes of the meeting of the Governance and Audit Committee held on 8 September, 2015, as adopted at the meeting of Council held on 22 September, 2015, be confirmed and signed.

4. Report from Chief Executive Alderman D Drysdale and Councillor H Legge arrived to the meeting at this point (5.37 pm). It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.

Items for Decision 4.1 Audit Matters Members were reminded that, at the meeting of the Committee held on 8 September, 2015, it had been agreed that the beginning of the meeting in October be devoted to audit matters, specifically “to receive the Northern Ireland Audit Office (NIAO) Audit Report on the Council’s Accounts, along with the annual “Report to Those Charged with Governance” (assuming those reports were ready for presentation to Committee – if not, these would be presented to the January meeting)”. The Director of Finance and the Convergence of IT Systems advised that the above reports had not yet been received by the Council and that a further report on this matter would be brought to the November meeting of the Committee. 4.2 Special Meeting of Governance and Audit Committee – 27 October, 2015 It was proposed by Councillor O Gawith, seconded by Councillor A P Ewing and agreed that a special meeting of the Committee be held on 27 October, 2015 at 4.30 pm to consider and approve the following: (a) Legacy Accounts for Lisburn City Council and Castlereagh Borough

Council for the year ended 31 March, 2015 (b) Lisburn City & Castlereagh District Council (Shadow Accounts) for the period ended 31 March, 2015 (c) Lisburn City & Castlereagh Borough Statutory Transition Committee for the period ended 19 June, 2014 (d) Lagan Rural Partnership for the year ended 31 March, 2015 (e) Lisburn & Castlereagh Peace III Statutory Joint Committee for the period ended 31 December, 2014 (f) Review of Internal Audit Effectiveness – Report from Ernst & Young (g) Performance Improvement Audit for Lisburn & Castlereagh City Council The Chairman, Alderman W A Leathem, pointed out that items (a) to (e) above would be for noting and items (f) and (g) would make up the substantial part of the meeting. It was noted that, at the special meeting of Council held on 12

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4.2 Special Meeting of Governance and Audit Committee – 27 October, 2015 (Contd) October, 2015, delegated authority had been granted to the special meeting of the Governance and Audit Committee on 27 October to consider these items. 4.3 Audit Reports Members having been provided with a copy of an Audit Summary Report in relation to Cash Handling Processes at Lagan Valley LeisurePlex, Dundonald Ice Bowl, Lough Moss Activity Centre and Castlereagh Hills Golf Club, together with a Credit Card Income Audit Summary Report, it was proposed by Councillor O Gawith, seconded by Councillor A P Ewing and agreed to recommend that their contents be approved. During discussion of the Audit Summary Reports: (a) it was agreed that, whilst the ‘design’ of the controls in place in relation to

cash handling had been reviewed, prioritisation should be given to ensuring the ‘operation’ of the controls were tested;

(b) in light of the fact that different centres used different systems for credit card sales and staff of the extant Lisburn City and Castlereagh Borough Councils would have received different training, it was agreed that adequate training now be provided to all staff whose duties included processing credit card income;

(c) it was agreed that, as part of the banking tender that was currently underway, consideration would be given to the different systems presently in place at Council facilities in relation to credit card sales with a view to the possibility of the same system being used throughout all facilities, in order to bring about efficiencies and economies.

4.4 Update on Performance Improvement Members were provided with, and noted the contents of, a copy of an update report on performance improvement, together with a copy of Lisburn & Castlereagh City Council Performance Objectives. In relation to the Performance Improvement Audit & Assessment 2015-2016, as referred to in the update report, the Performance Development Officer advised that the auditor was now in the process of drafting the Council’s ‘letter of assurance’, which was expected to be received by the Chief Executive at the end of October 2015. A further report on this matter would be presented at the special meeting of the Committee on 27 October. 4.5 Away Day – 19 October, 2015 Members present at the meeting were provided with a revised copy of a detailed programme for the Away Day taking place on 19 October, 2015. It was proposed by Alderman J Tinsley, seconded by Councillor A P Ewing and agreed that the programme be approved.

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4.5 Away Day – 19 October, 2015 (Contd) Discussion ensued during which Alderman A G Ewart expressed concern that not all Members would be available to attend the Away Day on 19 October. He further pointed out that decisions could not be taken at the Away Day. The Chief Executive explained that the purpose of the Away Day was for Officers to receive feedback from Members to allow a work programme to be drawn up that would support Members’ wishes in respect of the capital works programme. A further Away Day would be organised to take place on an evening in order to gain input from as many Members as possible. The Chief Executive confirmed that any decisions would require to be taken through Committees and Council, not at the Away Day. Councillor U Mackin having stated that it would be useful if Members could be provided with information on the content of the capital works programme in advance of the Away Day, the Transition Manager advised that a number of papers would be provided to Members prior to the Away, by 16 October at the latest. Reference having been made to the information evening taking place on 15 October, the Director of Finance and the Convergence of IT Systems advised that the purpose of this was to provide Members with a flavour of what it was intended to achieve from the Away Day. At the request of the Chairman, Alderman W A Leathem, it was agreed that the Director make available to Members, either via Sharepoint or email, any information which would be provided at the information evening. 4.6 Independent Review of NILGA The Head of Audit left the meeting at this point (6.07 pm). Members were provided with a copy of a letter dated 10 September, 2015 from NILGA, together with a copy of the final draft of the Independent Review of NILGA, which had been carried out by SOLACE in Business. The following two-stage response had framework had been suggested; however, this had been offered only as an option and councils could respond differently to that outlined: (a) firstly, seeking that each council had an opportunity to provide a high-level response by Friday, 6 November, 2015, setting out a corporate view regarding the strategic imperative and direction of the Review, together with additional comments in regard to any specific views in regard to the recommendations contained therein; and (b) secondly, that more detailed development of the potential outcomes and recommendations – based upon the responses received – were completed in partnership with ‘task and finish’ input from councils, from December 2015 through to March 2016 and developed subsequent to this according to councils’ requirements.

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4.6 Independent Review of NILGA (Contd) It had been recommended that the Council accept the two-stage response framework and that a high-level response (as referred to in (a) above) be presented to the Council meeting on 27 October, 2015 for agreement and subsequent submission to SOLACE in Business by 6 November, 2015. Lengthy discussion ensued during which Members made the following comments regarding the draft of the Independent Review of NILGA report: • there was concern that NILGA was picking up on things that SOLACE had

said would be right and good to do; • there was concern in respect of the NIA Minister quote at point 2.3

“Northern Ireland does not need 11 “mini-Stormonts” all doing their own thing!”. It was considered that this defeated the purpose of having 11 councils, locally accountable to the people and providing local services to the local community; and

• there was concern that the thrust of the document was that NILGA was seeking more powers for councils and more things for them to;

Following discussion, it was proposed by Councillor U Mackin, seconded by Alderman D Drysdale and agreed to recommend that: (a) an extension to the deadline of 6 November, 2015 be sought in order to allow full consideration of the review paper; (b) a copy of the final draft of the Independent Review of NILGA be emailed to

all Members of Council the following day, seeking feedback by Wednesday, 21 October, 2015;

(c) Officers draft a response to the paper, incorporating the above comments by Members, together with feedback provided by Members as referred to in item (b) above, and that this response be presented to the meeting of Council on 27 October, 2015; (d) if at the Council meeting on 27 October it was deemed necessary to have more in-depth consideration of this matter, delegated authority would be sought for the Governance and Audit Committee to consider this at its November meeting. 4.7 Governance and Leadership – Northern Ireland in Transition 18 November, 2015 – Belfast Members having been provided with a copy of information regarding the above conference, the cost of attendance at which was £195 plus mileage, it was agreed to recommend that the Chairman and Vice-Chairman, or their nominees, attend. It was noted that, in the event of the Chairman or Vice-Chairman not being able to attend the conference, Alderman D Drysdale would wish to take their place.

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Items for Noting 4.8 Call-in Procedure The Chief Executive reported that SOLACE was currently considering the development of a regional paper from the 11 councils which would then be considered by the Party Group Leaders Forum (PGLF). After discussion at the PGLF, a report would be brought to the November meeting of the Committee. Alderman A G Ewart having enquired why this matter was being considered by SOLACE, rather than NILGA, the Chief Executive explained that the call-in procedure was new for all councils. Whilst each council would require to make its own decision regarding the procedure, SOLACE was considering the matter in order that councils could maximise on learning from the different experiences each had encountered in relation to call-ins. A number of Members having expressed concern that it had been intended that this matter would be discussed by the PGLF in advance of being reported to Committee, even though the Forum did not have decision-making powers, it was agreed that the regional paper would not be presented to the PGLF and would instead be reported directly to the Governance and Audit Committee. 4.9 Update on Community Planning Members were provided with, and noted the contents of, an update report on community planning. The Community Planning Manager advised that she would provide a detailed report to the November meeting of the Committee, covering the following: • updated work plan; • feedback from the community conversations held during the summer, tied

in with feedback from the community planning conference; • options on structures of the community planning partnership and how the

council should be taking this forward. The report would reflect on what other councils in Northern Ireland were doing and would primarily focus on what the Audit Office in Scotland said worked well;

• identified gaps in the information collated from the community conversations and the community planning conference; and

• resources and the need for contributions from other partners. The Chairman, Alderman W A Leathem, thanked those Members who had attended the community planning conference and, on behalf of the Committee, he thanked the Community Planning Manager for her time, commitment and hard work in organising the event.

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5. Any Other Business

5.1 Update on Robinson Centre Alderman D Drysdale Alderman D Drysdale having sought an update in relation to the Robinson Centre, the Chairman, Alderman W A Leathem, stated that it would be necessary to discuss this matter “in committee”. “In Committee” It was proposed by The Right Worshipful the Mayor, Councillor R T Beckett, seconded by the Deputy Mayor, Councillor A Redpath, and agreed that this matter be considered “in committee”, in the absence of members of the press and public being present. The Chief Executive provided a verbal update in respect of the legal process relating to the Robinson Centre and stated that any future substantial developments would be reported to the Committee.

Resumption of Normal Business It was proposed by Alderman A G Ewart, seconded by the Deputy Mayor, Councillor A Redpath, and agreed to come out of committee and normal business was resumed.

There being no further business, the meeting was terminated at 6.40 pm. Mayor/Chairman

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Minutes of Meeting of the Corporate Services Committee held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 13th October 2015 at 7.00 pm PRESENT:

Alderman J Tinsley (Chairman) The Right Worshipful The Mayor Councillor R T Beckett Deputy Mayor Councillor A Redpath Aldermen W J Dillon MBE, T Jeffers, W A Leathem and G Rice MBE Councillors S Carson, O Gawith, A Grehan, B Hanvey, V Kamble, J McCarthy, B Mallon and John Palmer

IN ATTENDANCE:

Chief Executive Director of Corporate Services Head of Finance & I.T. Head of Human Resources & Organisation Development Head of Marketing & Communications (Mrs C Bethel) Transition Manager (Mr R Lawther) Committee Secretary

The Chairman asked that any Member entering or leaving the meeting alert him accordingly so that the Committee Secretary might accurately reflect arrival and departure times in the minutes. 1. Apologies

Apologies for non-attendance at the meeting were accepted and recorded on behalf of Alderman M Henderson MBE, Alderman S Martin and the Head of Central Support Services.

2. Declarations of Interest

The Chairman invited Members to declare any Interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting.

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2. Declarations of Interest (Continued) The following Declarations of Interest were made:-

• The Right Worshipful The Mayor, Councillor R T Beckett – Item 10 of Report of Director of Corporate Services – “Mary Peters Trust 40th Anniversary Dinner – Belfast City Hall – 28th November 2015) (Mary Peters Trust is Mayor Beckett’s Mayoral Charity)

• Alderman G Rice - Item 7.2 of Report of Director of Corporate Services –

“Involvement of Northern Ireland Strategic Migration Partnership in discussion regarding the Syrian Vulnerable Persons Relocation Scheme in Northern Ireland (Member of Northern Ireland Strategic Migration Partnership)

• Councillor John Palmer – Item 1 of Report of Head of Central Support

Services – “Hillsborough Old Guard – Request for assistance in respect of Memorial Service and Reception for Mayor of Martinsart” (Committee member of Hillsborough Old Guard)

• Councillor John Palmer – Item 3 of Confidential Report of Head of Human Resources and Organisation Development – “Organisation Design Work Update” (Son is an agency worker with Lisburn & Castlereagh City Council)

3. Minutes of Meeting

It was proposed by Councillor S Carson, seconded by Alderman T Jeffers and agreed that the minutes of the meeting of the Corporate Services Committee held on the 8th September 2015 as adopted by the Council at its meeting held on the 22nd September 2015 be confirmed and signed.

4. Confidential Report of Director of Corporate Services At the request of the Director, it was agreed that Item 5 of the agenda be brought forward to this stage in the meeting. It was agreed that the confidential report and recommendations of the Director of Corporate Services be adopted subject to any decisions recorded below and other items noted:- 4.1 Report of Head of Human Resources & Organisation Development

Presented by Head of Human Resources & Organisation Development. The Chairman advised that the report of the Head of Human Resources & Organisation Development was confidential for reason of information which was likely to reveal the identity of individuals and also for reason of information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council.

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4. Confidential Report of Director of Corporate Services (Continued) 4.1 Report of Head of Human Resources & Organisation Development (Continued) It was proposed by Alderman W J Dillon, seconded by Councillor A Grehan and agreed that the report and recommendations of the Head of Human Resources & Organisation Development be adopted subject to any decisions recorded below and other items noted:- 4.1.1 Fixed Term Contract of Community Planning Manager

It was proposed by Alderman W J Dillon, seconded by Councillor O Gawith and agreed to recommend that the contract of the existing Community Planning Manager be extended for an 18 month period. 4.1.2 Fixed Term Contract of Director of Finance It was proposed by Alderman W A Leathem, seconded by Councillor J McCarthy and agreed to recommend that the secondment of the Director of Finance to a finance project based post which would be fixed term until the 20th May 2016 be approved. Members noted that a Job Description would be presented for approval to the next meeting of the Committee. 4.1.3 Organisation Design Work Update

It was agreed to recommend that the undernoted information be noted:-

• the Council’s current workforce profile; • the Head of Service’s update report on the above matter.

4.2 Permission to Undertake Additional External Work Presented by Director of Corporate Services. The Chairman advised that the above item was confidential for reason of information relating to an individual.

It was agreed to recommend that the request from one of the job-share Heads of Service (Marketing & Communications) for permission to undertake additional external work be acceded to. The Chief Executive left the meeting. (7.08 pm) The Head of Finance & I.T. and the Head of Marketing & Communications entered the meeting. (7.08 pm) The Transition Manager entered the meeting. (7.09 pm)

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4. Confidential Report of Director of Corporate Services (Continued)

4.3 Report of Head of Finance & I.T.

Presented by Head of Finance & I.T. The Chairman advised that the report of the Head of Finance & I.T. was confidential due to information which was likely to reveal the identity of individuals. It was agreed that the report and recommendations of the Head of Finance & I.T. be adopted subject to any decisions recorded below and other items noted:-

4.3.1 Contribution from Reserves

It was agreed to recommend that severance costs which had been incurred by the new Council up to the 31st August 2015 be financed from the General Fund. The Head of Finance & I.T. undertook to provide a report on Reserves to a future meeting of the Committee. 4.4 Report of Head of Marketing & Communications

Presented by Head of Marketing & Communications. The Chairman advised that the report of the Head of Marketing & Communications was confidential for reason of information relating to individuals. It was agreed that the report and recommendations of the Head of Marketing & Communications be adopted subject to any decisions recorded below and other items noted:- 4.4.1 Freedom of Information Requests

It was agreed to recommend that the Summaries of the Freedom of Information requests received in September 2015 be noted. 4.5 Review of Accommodation Presented by Director of Corporate Services. The Chairman advised that the above item was confidential for reason of information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council.

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4. Confidential Report of Director of Corporate Services (Continued) 4.5 Review of Accommodation (Continued)

It was agreed to recommend that the report from the Transition Manager regarding a review of accommodation in Lagan Valley Island and Bradford Court be noted. It was proposed by Councillor A Grehan, seconded by Councillor S Carson and agreed to come “out of Committee” and normal business was resumed. The Transition Manager left the meeting. (7.11 pm)

5. Report of Director of Corporate Services It was proposed by Alderman T Jeffers, seconded by Councillor J McCarthy and agreed that the report and recommendations of the Director of Corporate Services be adopted subject to any decisions recorded below and other items noted:- 5.1 Report of Head of Central Support Services In the absence of the Head of Central Support Services, her report was presented by the Director of Corporate Services. It was proposed by Councillor J McCarthy, seconded by Councillor B Mallon and agreed that the report and recommendations of the Head of Central Support Services be adopted subject to any decisions recorded below and other items noted:-

5.1.1 Hillsborough Old Guard Memorial Service & Reception for Mayor of Martinsart Request for Assistance

Further to the previous Meeting of the Committee, it was agreed to recommend that:-

• The Right Worshipful The Mayor host a reception in connection with the visit of the Mayor of Martinsart to Hillsborough in or around the 28th June 2016 to mark the association of Hillsborough and Martinsart in the centenary of the shell attack on Martinsart;

• Officers of the Council discuss with Hillsborough Old Guard, the numbers that might be expected at the reception referred to above;

• practical assistance be offered to the Hillsborough Old Guard in

relation to the organisation and holding of the memorial service.

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5.1.2 Health Working Group

(a) Minutes of Meeting – 20th July 2015

It was agreed to recommend that the minutes of the meeting of the Health Working Group held on the 20th July 2015 be approved.

(b) Meeting at SE Trust headquarters 29th September 2015

The Committee was advised that the last meeting of the Health Working Group had been held on the 29th September 2015 at the Ulster Hospital Dundonald. The meeting had been followed by a presentation from SE Trust officials and a tour of the new acute inpatient ward block which was currently under construction. The Chairman stated that the Council’s members and officials had been suitably impressed by the facilities afforded by the new-build. It was noted that the minutes of the above meeting would be presented to a future meeting of the Committee. (c) LaganDoc Out of Hours Service 3rd October 2015 Councillor S Carson referred to administration problems which he had experienced in the service provided by the LaganDoc Out-of-Hours Service on the 3rd October 2015 at approximately 1.15 pm – 2.00 pm. It was agreed that details thereof be conveyed to the SE Trust for investigation.

5.1.3 Department of Justice

“Codes of Practice for Northern Ireland issued under The Proceeds of Crime Act 2002” (Closing Date: 2nd November 2015)

The Director verbally reported that no comments in respect of the above consultation had been received from any member of the Lisburn & Castlereagh Policing & Community Safety Partnership. The Committee also made no comment. It was agreed to recommend that the Department of Justice be advised that Lisburn & Castlereagh City Council had no comment to offer on the above consultation and would wish to submit a nil response.

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5.1.4 Citizenship Ceremonies

Memorandum of Understanding with Historic Royal Palaces

The Director verbally reported the receipt the previous day of the draft Memorandum of Understanding from Historic Royal Palaces in respect of the administration of Citizenship Ceremonies at Hillsborough Castle. It was agreed that the draft Memorandum of Understanding be presented to the Committee at its next meeting. 5.1.5 Investment in Higher Education in Northern Ireland

The Committee had been provided with a copy of a letter dated the 16th September 2015 from the Department for Employment and Learning in relation to the importance of continuing investment in higher education in Northern Ireland. Alderman W A Leathem referred to a presentation made at a Community Planning conference on the 23rd September 2015 by the Principal and Chief Executive of the South Eastern Regional College in relation to educational attainment within the various District Electoral Areas of the Council. It was proposed by Councillor J McCarthy, seconded by Councillor B Mallon and agreed that the statistics as presented by the Principal and Chief Executive of the South Eastern Regional College be used as the basis of the Council’s comments on the “Higher Education Big Conversation” for submission to the Department for Employment and Learning. 5.1.6 East Down View Play Area – Surrender of Lease Members were advised of decisions taken by Lisburn Borough Council’s Leisure Services Committee at its meeting held on the 5th October 1999 and also by that Council on the 24th February 2015 whereby agreement was being sought from the Northern Ireland Housing Executive for the surrender of a lease dated the 31st January 1991 at the above location. The Committee now noted that the relevant legal action had been taken to surrender a lease between the Northern Ireland Housing Executive and Lisburn Borough Council in respect of land at Leamington Place, Lisburn (known as East Down View Play Area). 5.1.7 South Eastern Health & Social Care Trust

Public & Personal Involvement Sub-Committee Council Representation

The Committee noted that the Council was not required to nominate Elected Members to the Public & Personal Involvement Sub-Committee of the South Eastern Health & Social Care Trust.

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5.1.8 Lisburn & Castlereagh Policing & Community Safety Partnership - Schedule of Meetings

The Committee noted a schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP including details of venues. 5.2 Report of Head of Finance & I.T Presented by the Head of Finance & I.T. It was proposed by Councillor B Hanvey, seconded by Alderman G Rice and agreed that the report and recommendations of the Head of Finance & I.T. be adopted subject to any decisions recorded below and other items noted:-

5.2.1 IT Support at Council Meetings

The Committee had been provided with a report from the I.T. Manager which recommended that I.T. support be no longer provided at full Council meetings in line with the current practice for Council committees. Subject to the provision of I.T. support at meetings of Council when presentations requiring the use of visual aid equipment were being made, it was agreed to recommend that the amendments to I.T. Support at Council Meetings be approved. 5.2.2 Report on E Tendering System The Committee had been provided with a report on a proposed procurement system being developed by Central Procurement Division in Central Government. It was agreed to recommend that the Council’s participation in the Central Procurement Division’s E Tendering System be approved.

5.2.3 Financial Statement

The Committee noted that the net profiled expenditure for the period ended the 31st August 2015 was 6% above the approved estimates for the financial year 2015/16.

5.2.4 Estimates Timetable

The Committee noted the programme of meetings for the striking of a District Rate for 2016-2017.

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5.2.5 Land and Property Services

1st Quarter Actual Penny Product

The Committee had been provided with copy of a letter dated the 24th July 2015 from Land and Property Services relating to the in-year penny product from which it was noted that the forecast outturn for Lisburn City & Castlereagh District Council was a positive sum of around £114k equivalent to a 0.29% increase in revenues estimated through the rate setting process. The Head of Finance & I.T. undertook to seek an indication from the Department of Finance & Personnel as to any significant reductions to the Council’s rate base for 2016/2017. The Right Worshipful The Mayor, Councillor R T Beckett, left the meeting. (7.22 pm) After the Head of Finance & I.T. had answered general questions in relation to budget profiles, she left the meeting at 7.25 pm.

5.3 Report of Head of Human Resources & Organisation Development Presented by Head of Human Resources & Organisation Development. It was proposed by Alderman W A Leathem, seconded by Alderman W J Dillon and agreed that the report and recommendations of the Head of Human Resources & Organisation Development be adopted subject to any decisions recorded below and other items noted:- 5.3.1 Pension Policy It was agreed to recommend that the Pensions Policy be accepted and that, prior to implementation, it be forwarded to the Trade Unions for consultation. 5.3.2 Elected Member Development Charter The Committee was aware that the HR & OD Unit was working towards the accreditation of the Elected Member Development Charter. This process required the introduction of a Members’ Development Steering Group and NILGA had advised that this group would consist of up to eight members representative of the whole Council. However that number did remain a decision for each Council. In her report the Head of Service detailed the objectives of the steering group.

It was agreed that the Party Leaders Forum be asked to discuss this matter with a view to each political party making a nomination to serve on the Members’ Development Steering Group for the Elected Members Development Charter.

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5.3.3 HR & OD Workforce Data for Committee It was agreed to recommend that, in accordance with the Council’s Strategic Workforce Plan 2015-2017, the following workforce data be reported to the Committee as from its November 2015 meeting:-

• Workforce Profile – Headcount, Contract (permanent/fixed term/full-time/part-time);

• Absence – Days lost per employee and percentage across the Council;

• Long Term Absence – Employees absent due to long term sickness (over 12 weeks);

• Recruitment – Internal trawls and open competition. 5.3.4 People & Organisation Development Strategic Framework Conference - 20th October 2015 La Mon Hotel & Country Club, Gransha Road, Belfast Members had been provided with details of the above conference for which there was no conference fee. It was agreed to recommend that any Member who wished to attend the above conference notify Member Services accordingly or the Head of Service directly. It was further agreed to recommend that the Council be responsible for any approved expenses in this regard. 5.3.5 Local Government Pay 2016 The Committee noted the Head of Service’s reports about Local Government Pay 2016. The Head of Service responded to Members’ questions about this matter and the implications thereof. The Head of Service agreed to provide to the next meeting, financial implications to the Council due to the increase in the National Living Wage as from the 1st April 2016. The Head of Human Resources & Organisation Development left the meeting. (7.39 pm) 5.4 Report of Head of Marketing & Communications Presented by the Head of Marketing & Communications. It was proposed by Councillor B Hanvey, seconded by Councillor J McCarthy and agreed that the report and recommendations of the Head of Marketing & Communications be adopted subject to any decisions recorded below and other items noted:-

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5.4.1 Council Christmas Card It was proposed by Alderman W A Leathem, seconded by Alderman W J Dillon and agreed that a hard copy Christmas Card be made available for distribution in December 2015. It was further agreed that sample Christmas card designs be presented to the Committee at its next meeting. 5.4.2 Council Diary Alderman W J Dillion enquired as to the provision of a Council desk-top diary as he understood from previous Lisburn City Council discussions that it was to be re-introduced in the new Council. Members had – in the past – given out the desk top dairies to business contacts. The Head of Service apologised if this intention had been understood by LCC members as – in recent years – the production of a desk-top diary had not been cost effective and this - coupled with technological advances - meant that the re-introduction of a desk-top diary was not considered feasible. The provision of a 2016 diary was definitely not possible as no budget had been allocated for it nor would the timescale permit it. It was agreed that:-

• the estimates for 2016/2017 include a budget for a 2017 desk-top diary so that if a decision was taken to provide such a diary, the budget would be in place;

• an options paper for a desk-top diary or some other form of

promotional endorsement items for distribution to businesses be presented to the Committee in March or April 2016;

• Members be canvassed to ascertain demand for a desk-top diary.

5.4.3 Christmas Switch-On – Thursday 19th November 2015 (a) Festive Parade

The Committee noted the progress report on arrangements for the above event. It was agreed that:-

• the update on the Christmas switch-on arrangements be noted;

• an e-mail be sent to the Members of Council representing the District Electoral Areas of Castlereagh East and Castlereagh South asking that they advise MCU of any schools who might be interested in performing at the Switch-On.

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5.4.3 Christmas Switch-On – Thursday 19th November 2015

(Continued) (b) Christmas Tree

The Head of Service gave a verbal report in relation to the siting of the Christmas Tree in Lisburn City Centre. The Head of Service presented two options as put forward by the Economic Development Unit for the siting of the tree at the corner of the event space at the right hand side of the Irish Linen Centre looking at that building from Bow Street, namely:-

• Option 1 (preferred option) - The installation of a permanent socket to be carried out by the contractor as part of the final phase of the Public Realm Scheme;

• Option 2 - In the event of complications on-site or underground and as

a temporary solution, the siting of the tree on a block of concrete suitably adorned.

During discussion and before any decision was taken, the Deputy Mayor, Councillor A Redpath, left the meeting. (8.00 pm) The Head of Service reported that the Economic Development Unit was confident that the Public Realm scheme would be complete so as allow for Option 1 to materialise. The Head of Service pointed out that if the Public Realm works did not allow for either Option 1 or Option 2, there were no available nights at Lagan Valley Island for a switch-on except perhaps a Monday. The Director gave an assurance that all procedures were being put in place by the Council to impress on the consultants and contractors on a very frequent basis, the requirement for the Public Realm works to be completed. It was agreed that:-

• Option 1 as set out above be the preferred arrangement for the siting of the Christmas tree;

• the Chairman and Vice-Chairman of the Committee be regularly

briefed (weekly basis minimum) on progress being made with the Public Realm works and its impact on the Christmas Parade and Switch-On.

(c) Catering Arrangements The Head of Service verbally reported that - so as to ensure the provision of a sterile walkway at the event – the erection of Heras fencing had been confirmed as compulsory by the PSNI and health and safety officials.

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5.4.3 Christmas Switch-On – Thursday 19th November 2015 (Continued) (c) Catering Arrangements (Continued) Given that footfall to the various eatery establishments would likely be adversely affected by the Heras fencing and that there was no catering facility in the Irish Linen Centre, the Head of Service recommended that approaches be made to the affected eating establishments about their provision of refreshments to Elected Members and Invited Guests at the Switch-On. This recommendation was accepted.

5.4.4 Media Coverage

The Committee noted the media coverage report for September 2015. The Head of Marketing & Communications left the meeting. (8.13 pm) 5.5 Diversity and Disability Champions

In accordance with the decision of the Committee at its previous Meeting, Members were to notify the Chairman if they wished to be considered as either Diversity Champion or Disability Champion. The Chairman of the Committee, Alderman J Tinsley, confirmed that he had been notified as follows of Members’ interest for the above posts:-

• Disability Champion – Councillors J McCarthy and M Tolerton • Diversity Champion – Alderman G Rice

By way of information, the Committee was advised that the Diversity Champion (Officer nomination) was the Council’s equality officer – Mr Stephen Malcolm. Following discussion, it was agreed that:-

• Councillors J McCarthy and M Tolerton be nominated as the Council’s Disability Champions;

• Alderman G Rice and the Equality Officer be nominated as the

Council’s Diversity Champions. 5.6 Royal Ulster Rifles Association (Lisburn Branch) Proposed Visit to Jersey – 2016 Request for Financial Assistance Members had been provided with a copy of a letter dated the 10th September 2015 from the Secretary to the Lisburn Branch of the Royal Ulster Rifles Association seeking financial assistance towards their visit to the RIR and “Jersey Contingent” memorials in Jersey in 2016. The cost per person was in the region of £550.00 and 20 persons hoped to participate in the visit.

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5.6 Royal Ulster Rifles Association (Lisburn Branch) Proposed Visit to Jersey – 2016 Request for Financial Assistance (Continued) It was proposed by Alderman W A Leathem, seconded by Councillor A Grehan and agreed that financial assistance in the sum of £1,000.00 be awarded to the Royal Ulster Rifles Association (Lisburn Branch) towards the visit referred to above. 5.7 Refugee Crisis 5.7.1 Newry, Mourne & Down District Council It was agreed to recommend that the content of a letter dated the 16th September 2015 from Newry, Mourne & Down District Council regarding a resolution passed by that Council in relation to the refugee crisis be noted. 5.7.2 Correspondents It was agreed to recommend that the content of a letter dated the 23rd September 2015 and an e-mail dated the 24th September 2015 from the Director to two persons who had corresponded with the Council on this matter be noted. 5.7.3 Syrian Vulnerable Persons Relocation Scheme It was agreed to recommend that the content of the undernoted items of correspondence be noted:-

• letter dated the 1st October 2015 from the Department for Social Development regarding the settlement of Syrian refugees in Northern Ireland under the Vulnerable Persons Relocation Scheme;

• correspondence dated the 2nd October 2015 between NILGA and the

DSD about the involvement of the NI Strategic Migration Partnership in discussions about this matter;

• information sheet from NILGA dated the 21st September 2015;

• Home Office information bulletin entitled “Syrian Resettlement

Programme”. The Committee further noted that - whilst no decision had yet been taken on the numbers of Syrian refugees coming to Northern Ireland, Ministers had asked officials to start preparatory work and the following two groups had been established to progress this matter:-

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5.7.3 Syrian Vulnerable Persons Relocation Scheme (Continued)

• a Strategic Planning Group led by OFMDFM to co-ordinate the response of the Executive Departments and agencies to consider the strategic issues and local implications;

• an Operational Planning Group led by DSD to consider and address

the practical steps that will be needed to meet the immediate and longer term needs of those who may arrive.

The Chair of SOLACE had nominated Justyna McCabe to represent Local Government on the DSD Operational Planning Group which had commenced work on the identification of locations which might be suitable to house the refugees. The need for support workers in the Council areas where the refugees were being settled was being considered also.

5.8 National Association of Councillors – Forthcoming Events It was agreed to recommend that the schedule of forthcoming events in relation to the National Association of Councillors be awaited and that - when received - details of each event be reported to Council or the appropriate Committee for consideration. 5.9 Policy Forum for Northern Ireland Seminar – “Tackling Poverty and Assessing the Impact of Proposed Welfare Reform in Northern Ireland” 3rd February 2016 - Central Belfast

Members had been provided with details of the above seminar, the cost of a Member’s attendance thereat having been estimated at £221.70. Following discussion during which a number of Proposals were made and the applicability of the seminar was questioned, it was proposed by Councillor John Palmer, seconded by Alderman W J Dillon and – on a show of hands, the voting being seven votes in favour and three against – agreed that the Vice-Chairman of the Committee, Councillor A Grehan, attend the above conference, the Council to be responsible for the payment of any approved expenses in this regard. 5.10 Mary Peters Trust

40th Anniversary Black Tie Dinner Belfast City Hall - Saturday 28th November 2015

Members had been provided with copy of a letter received from the Mary Peters Trust regarding the above event, tickets for which costing £65.00 per person or a table of 10 at £650.00.

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5.10 Mary Peters Trust

40th Anniversary Black Tie Dinner Belfast City Hall - Saturday 28th November 2015 (Continued)

It was agreed that:-

• the Council take a table of 10 at the above dinner at a cost of £650.00;

• the matter of attendees for the table of 10 be left with the Chairman of the Committee in consultation with The Right Worshipful The Mayor and the Director of Corporate Services.

5.11 Somme Commemorations 2016

Tickets for Commemorative Event at Thiepval

The Committee was aware that a Council delegation was attending the Somme commemorations in Thiepval in 2016. Part of those commemorations was a ticket-only event at Thiepval for which ticket allocation was by means of a public ballot. The Director had corresponded with the ticket co-ordinators – the H Power Group – enquiring if application could be made for a group allocation of tickets for the Council’s party. Members now noted the content of a letter dated the 18th September 2015 from the H Power Group advising that a group application was not possible but that each person could individually apply for a pair of tickets. The Director reported that Members had been separately advised that if they wished to travel to the Somme in 2016, they would need to apply on-line for tickets in the ballot. It was hoped that sufficient tickets would be obtained from the public ballot to accommodate the Council’s delegates to the Somme in 2016.

7. Any Other Business There was no other business.

There being no further business, the meeting terminated at 8.30 pm. _____________________________________ MAYOR/CHAIRMAN

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LISBURN CITY & CASTLEREAGH DISTRICT COUNCIL

Minutes of Meeting of the Special Planning Committee held in the Council Chamber, Lisburn and Castlereagh City Council offices, Island Civic Centre, The Island, Lisburn on Thursday 1 October 2015 at 6.00 pm PRESENT: Alderman M Henderson MBE (Chairman) The Right Worshipful the Mayor, Councillor R.T. Beckett Aldermen D Drysdale and G Rice MBE Councillors: R Butler, P Catney, A Girvin, U Mackin, John

Palmer, and M Tolerton OTHER MEMBERS: Alderman J Tinsley, Councillors N Anderson, A Ewing,

A Givan and J Gray IN ATTENDANCE: Director of Development and Planning

Planning Manager (BE) Principal Planning Officer (RH) Committee Secretary

Commencement of Meeting The Chairman, Alderman M Henderson, welcomed everyone to the meeting. The Director of Development and Planning made some Health and Safety announcements. 1. Apologies It was agreed to accept an apology from Councillor Poots. 2. Declarations of Interest The Chairman sought Declarations of Interest from Members and reminded them to complete the supporting forms which had been left at each desk. No declarations of interest were received. 3 Confidential Report by the Director of Development and Planning – In Committee The Director of Development and Planning explained that the reason for the meeting being “In Committee” was that the business being considered was a requirement under statutory provision.

3.1 Review of the Scheme of Delegation The Director of Development and Planning explained that the Planning Scheme of Delegation had been in operation since 1 April 2015 and was due for review. He advised that the Planning Manager would give a presentation to demonstrate how the Scheme was operating and that Members would then have an opportunity to

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provide comment. The Director explained that the Officers would then consider the various comments and report back to a future meeting of the Committee with a revised Scheme of Delegation

The Planning Manager took Members through a presentation which looked at the purpose of the Scheme of Delegation. The presentation outlined how the Scheme allowed the Council and the Planning Committee to delegate certain planning decisions to appointed Officers. The presentation highlighted a number of key issues under the following headings:

• Mandatory exclusions • Delegated applications • Weekly ‘Safeguard’ list • Weekly applications validated

With regard to general performance, the Planning Manager advised that 27 applications had been presented to the Planning Committee from April to September 2015 and that approximately 450 decisions had been issued in the same period. The benefits of the current Scheme and potential risks associated with change were outlined.

Councillor Mackin sought clarification as to the factors used to determine a major application and what safeguards were in place for Members, in terms of the pre application discussions. The Principal Planning Officer explained that the thresholds for major applications were defined by the Development Management Regulations (2015). In addition thresholds associated with development categories, in terms of the number of dwellings, site area and whether commercial or retail, reference was also made to other criterion such as site area. With regard to the pre-application discussions, the Principal Planning Officer clarified that planning advice is provided without prejudice and that pre-application discussions provide for planning issues or concerns to be highlighted and addressed by applicants prior to an application being submitted. The Officer also explained that it was only when a formal application was submitted would it be subjected to the statutory planning processes.

Councillor Palmer noted that in Belfast City Council a development with five or more dwellings had to come before the Planning Committee. He felt that it may be useful for Officers to carry out a scoping exercise of all councils in Northern Ireland to determine whether Lisburn and Castlereagh City Council’s protocols were performing favourably. Furthermore, he was of the view that the Committee should have greater input into enforcement issues.

The Director of Development and Planning stated that there was an emerging picture of planning performance across Northern Ireland and it was important to recognise that the current Scheme of Delegation was a key contributor to the number of planning decisions being issued by the Council. Acknowledging that some applications were subject to the “called in” process, the focus of the Committee remains on moving major applications through the system. With regard to enforcement, the Director commented that that particular work area

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could sometimes be controversial for Members but acknowledged that the Committee may wish to consider some elements of this matter further.

In response to a query from Councillor Catney with regard to the development plan, the Planning Manager advised that it may be several years before the development plan was in place. In the meantime, BMAP was the framework that the council had to work within.

Alderman Drysdale expressed his support for Officers having delegated authority

to deal with enforcement issues. However, he felt that in an effort to improve communication that Enforcement Officers should liaise with the Chairman prior to instigating any enforcement action that was deemed to be controversial. The Director of Development and Planning outlined that there was a clear obligation on Officers to bring to the Chairman or the Committee’s attention any enforcement issue that may lead to controversy.

The Planning Manager outlined that the Committee may wish Officers to look at

how conditions could be delegated to Officers. The view expressed was that delegating conditions to Officers would enable Members to approve an application in principle, with Officers including suitable condition(s) to address concerns raised.

Councillor Mackin supported this suggestion and felt that it would give the Committee an input in advance of issuing a decision.

3.2. Review of the Protocol for Operation of Planning Committee

The Planning Manager reminded Members that the purpose of the protocol was to outline practical handling arrangements for the operation of the Planning Committee, ensure a consistent approach and offer protection to the Committee as it delivered its role in respect of the various elements of the planning function. The presentation, highlighted a number of key considerations, in terms of the following:

• Frequency of meetings; meeting finishing times; arrangements for dealing with

unfinished business • Referral of Delegated Applications – timescales within which applications can be

‘called in’; revisions to provide clarity in terms of procedures that have evolved over the last 5 month period

• Format of Committee meetings : consideration of Committee papers – timing issues; release of Schedule of Applications and Reports

• Pre-determination hearings – speaking rights • Public speaking – release of DM Officer Reports; timescale for registering and

speaking; reference to MPs/MLAs; separate guidance leaflet for customers • Visual presentation/length of statements; maintaining order • Committee decisions – defending appeals/judicial challenges; PAC award of

costs; delegated decision making in respect of decisions to officers • Deferrals – further clarity on procedure; speaking rights in respect of new

information only

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• Site Visits

Councillor Mackin concurred with the issues identified for consideration and provided further comment as follows: Councillor Mackin expressed the view that while the Planning Committee minutes went to full Council for ‘noting’, Members of the Planning Committee should have an opportunity to approve the Minutes prior to them being tabled at the monthly Council meeting. It was therefore suggested that the minutes were tabled at Council one month after the Committee meeting, i.e. October Planning Committee Minutes be tabled at the November Council meeting. There was general consensus amongst Members.

With regard to the frequency of meetings, Councillor Mackin felt that the Council already had adequate procedures in place to enable the Committee to convene a meeting as and when required. Furthermore, he did not consider that it was necessary for a finishing time limit to be placed on Planning Committee meetings. Councillor Mackin made reference to lateness in receiving the Planning Report and Planning Schedule and expressed the view that requests for speaking rights for members of the public (objectors, applicants/agents) should be extended from at least 3 to 5 minutes. He was also of the view that this timescale should also apply to MLA’s and MP’s.

Alderman Tinsley arrived at the meeting at 6.20 p.m.

Councillor Palmer expressed the view that the procedure associated with the Applications Received ‘Called In’ process should not have the DEA restriction. Alderman Henderson reminded the Committee that this decision had been taken by the Party Group Leaders, with a view to Members referring any issues to one of their Party colleagues. Councillor Becket expressed his support for ‘call ins’ being restricted to the particular Member’s DEA. Councillor Butler outlined that this arrangement may work for larger political parties and he felt that this matter should be revisited.

Alderman Rice stated that although no site visits had as yet been organised, she believed that they provided the opportunity to better understand the details of a proposal in the context of the application site and surrounding land. Councillor Palmer expressed his support for speaking rights being extended from 3 to 5 minutes. With regard to the consultee list, he was of the view that, in addition to Transport NI being consulted on traffic management issues, the PSNI should also be included in the consultee list.

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Councillor Mackin queried whether it was in order for an individual with speaking rights to be permitted to table additional information. While this was at the discretion of the Chairman, he did not feel it was appropriate for additional information to be tabled that had not been made available to Members in advance of the meeting. Councillor Mackin also referred to the site visit procedures which did not permit Members to debate the particular proposal or allow members of the public to address Councillors in attendance. He felt that these procedures would be difficult to enforce. Councillor Catney left the meeting at 6.55 p.m. Alderman Drysdale stated that while he agreed with speaking rights being extended to 5 minutes, he felt that where there was more than one speaker, the Committee would need to consider whether each speaker should be permitted 5 minutes. With regard to the duration of meetings, he suggested that Officers, in conjunction with the Chairman, should consider the matter further with a view to coming back with a recommendation regarding Committee finishing times. Alderman Drysdale expressed the view that rather than being referred to the Planning website, he felt that it would greatly assist individuals with speaking rights for an information leaflet to be made available clearly outlining the procedures they must adhere while attending a Planning Committee meeting.

The Director of Development and Planning thanked Members for their comments. He added that Officers were aware of the problem with regard to the timing and issuing of the Planning Report each month. The Director explained that this was due to internal processes and having discussed the matter with the Chief Executive, the draft report meeting would now take place two weeks prior to the Planning Committee meeting, thereby allowing at least 5 working days prior to each Committee meeting.

AGREED: Officers table a revised Scheme of Delegation and Protocol for the Operation of the Planning Committee for consideration at a future Planning Committee meeting. There being no further business, the meeting ended at 7.15 p.m. ____________________________________ CHAIRMAN / MAYOR

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Minutes of the Meeting of the Planning Committee held in the Council Chamber, Lisburn City Council offices, Island Civic Centre, The Island, Lisburn on Monday, 5 October 2015 at 6.00 pm PRESENT: Alderman M Henderson MBE (Chairman) The Right Worshipful the Mayor, Councillor T

Beckett Aldermen: D Drysdale, G Rice MBE Councillors: A Girvin, R Butler, P Catney U

Mackin, L Poots, John Palmer and M Tolerton

OTHER MEMBERS Councillor O Gawith IN ATTENDANCE Director of Development and Planning Planning Manager Principal Planning Officers (RH and LJ) Senior Planning Officers (MCO, RT) Committee Secretary Attendance Clerk Cleaver Fulton & Rankin Kate McCusker (Legal Advisor) Commencement of Meeting The Chairman, Alderman M Henderson, welcomed everyone to the meeting of Lisburn & Castlereagh Planning Committee. The Director of Development and Planning took those present through the Fire Evacuation Procedure. 1. Apologies There were no apologies. 2. Declarations of Interest The Chairman sought Declarations of Interest from Members and reminded them to complete the supporting forms which had been left at each desk. Declarations of Interest were received, as follows:

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Councillor L Poots in respect of Planning Application Nos. S/2013/0169//F and S/2015/0192/F. He had been involved in the ‘call-in’ and would be leaving the meeting during the discussion of both applications.

Councillor U Mackin in respect of Planning Application S/2013/0169/F. He had been involved in several meetings regarding the application and there could be a perception that he had already formed an opinion. He would therefore be leaving the Chamber during the discussion.

Councillor U Mackin in respect of Planning Application S/2015/0192/F. He had been involved in the call-in but had no other involvement.

Councillor R Butler in respect of Planning Applications S/2013/0169/F and S/2015/0192/F. He had been involved in the requests to have the applications called-in but had no other involvement and had not expressed an opinion.

3. Minutes of Meeting of the Planning Committee held on 7 September 2015 It was proposed by Councillor U Mackin, seconded by Alderman G Rice and agreed that the Minutes of the Meeting of the Planning Committee held on 7 September 2015 be adopted as an accurate record of proceedings, subject to the following amendments: Page 368 Item 2 Declarations of Interest At the request of Councillor U Mackin, it was agreed that the last sentence be amended to read “He supported the call-in of the application but had no other involvement”. Page 384 Item 12 Planning Application S/2009/0839/F At the request of Councillor U Mackin, it was agreed to include in the Minute “Councillor Mackin left the meeting prior to the discussion commencing and returned at the commencement of Item 4.1.2”. 4. Report of the Director of Development and Planning It was agreed that the report and recommendations of the Director be adopted, subject to any decisions recorded below:- 4.1 Schedule of Applications to be Determined The Chairman advised that there were a number of speakers in attendance making representation on two of the applications which had been Called-In - Item 4.1.1 (3) and 4.1.1 (4). The Schedule of Applications would be taken out of order to enable these applications to be taken first. Councillor L Poots and Councillor Mackin left the meeting at 6.10 p.m

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Members were reminded that they needed to be present for the entire item. If absent for any part of the discussion they would not be able to vote on the application. 4.1.1 (3) S/2013/0169/F – Local Application (Called-In) – Proposed

installation of a wind turbine on a tubular tower – with blade tip height up to 40m on lands 100 metres North East of No.24 Mullaghdrin Road East, Dromara, Dromore

The Senior Planning Officer (RT) advised that this was a local application which had been ‘called-in’ in accordance with the Protocol for the Operation of the Planning Committee. The officer provided a detailed description of the site and its surroundings and advised that based on careful assessment of the development plan, relevant planning policies, objectors and all other material considerations, she was recommending that planning permission be granted, subject to a number of conditions. The Chairman, Alderman M Henderson, called upon the Dr. Alan Lennon to speak on behalf of the objectors. Dr Lennon outlined a number of points in relation to the planning application, including:

150 objectors

the application fell outside DETI policy for on-shore wind turbines

Reference was made to Policy RE1 and the requirement of the Planners to consider the cumulative effect of the turbine

photographs provided by the Planners did not reveal the full visual impact of the turbine

no economic benefit

In Northern Ireland 50% more turbine capacity had been approved.

Reference was made to DETI targets. The Chairman advised Dr Lennon that his three minutes speaking time was up. Dr Lennon asked if he could raise 2 more points. Alderman Drysdale asked Dr Lennon to outline the two points. Dr Lennon referred to the Planning Department’s statutory requirement to obtain sufficient information on protected species and to carry out a bat survey. He also referred to the requirement to carry out a survey with regard to the wider visual impact of the proposal. At this point, the Chairman advised that as Dr Lennon had spoken for a total of 5½ minutes accordingly the same time would be given to the applicant/agent, should they wish to address the Committee. The Cairman thanked Dr Lennon and invited Members to ask any questions of clarification in relation to the application. Several Members sought clarification on a number of issues, including:

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potential to relocate the turbine elsewhere within the site to reduce the visual impact;

clarification that the objectors were local to the area;

clarification as to why objectors felt that Planning Officers had not taken full account of the wider impact of the proposal;

Dr Lennon confirmed that the objectors were all local to the area. He advised that he had met with Planning Officers in September and that he had been advised that it was not the role of officers to carry out a wider economic survey. The Chairman called upon the agent, Mr Monaghan, to speak on behalf of the applicant and advised him that, similar to the objector, he had 5½ minutes to address the Committee. Mr Monaghan outlined a number of points pertaining to the application, including:

given the number of objections, the application had been fully scrutinised by Planning Officers, and in his opinion, all the required planning policies had been satisfied;

reference was made to an earlier application and to the level of site survey work that had been carried out prior to submitting the new application in order to ensure that issues raised had been fully addressed.

the main issue for the objectors was the visual impact

the application had been recommended for approval over two months ago The Chairman thanked Mr Monaghan and invited Members to ask questions in relation to the application. Several Members sought clarification on a number of issues, including:

whether any attempts had been made to seek a meeting with the objectors to alleviate their fears

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scale of this application compared with the previous application Mr Monaghan advised that the previous application was for a larger wind turbine and that this application had been withdrawn. In an effort to address the issues raised, the current application was for a smaller wind turbine and sited in a different location. Mr Monaghan confirmed that he had not met with the objectors as he was aware that they were meeting with the Planning Officers and that he would consider any issues raised by the Planning Officer in due course. Furthermore, as the application had been recommended for approval for a number of months he had no reason to seek a meeting. The Chairman thanked Mr Monaghan and asked if Members had any issues they wished to raise with the Planning Officers. The Senior Planning Officer addressed a number of queries from Members in respect of the following:

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Economic impact

Access arrangements

Judicial advice, in terms of Planning Policy RE1 – wider impact assessment The Chairman referred to the Senior Planning Officer’s recommendation to approve the application. Following a vote, it was unanimously AGREED: To support the recommendation to approve Planning Application S/2013/0169/F, subject to the following conditions and reasons stated:

As required by Article 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of 5 years from the date of this permission.

Reason: Time Limit

The sound power level of the installed wind turbine shall not exceed 84.5 dB(a) (at a standardised height of 10metres) at all wind speeds up to 10m/s as detailed in the noise report received by Planning Service 27 January 2014.

Reason: to ensure the installed turbine does not have a sound power level in excess of that presented within the noise impact assessment

Within 28 days of the wind turbine operator being notified of a reasonable

complaint regarding noise from the installed wind turbine, a noise survey shall be undertaken, submitted to and agreed in writing with the Council. This survey shall be undertaken in accordance with ETSU-R-97 and measure and report the noise impact from the installed wind turbine at the noise sensitive property in question.

Reason: To control the noise levels from the development at noise sensitive locations

If the results of the noise survey required by condition 2 exceeds 35dB

(LA90,10min) (including the application of any tonal penalty when calculated in accordance with the procedures described in Pages 104 - 109 of ETSU-R-97) at any wind speed up to 10m/s, the operator may choose to demonstrate compliance with ETSU-R-97 via condition 4, or the turbine shall cease to operate until a programme of works to achieve 35dB (LA90,10min) at any wind speed up to 10m/s has been submitted to and approved in writing by the Council and implemented. A further noise survey shall be undertaken within one week of implementation of works and a report submitted to and agreed with the Council to demonstrate compliance.

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Reason: To control the noise levels from the development at noise sensitive locations

The permission shall be for a limited period, expiring 25 years from the

date on which electricity from the turbine is first connected to the grid. Within 12 months of the cessation of electricity generation at the site, or upon the expiration of this permission, whichever is sooner, all structures and access tracks associated with the turbine shall be removed and all land affected by the development restored in accordance with a decommissioning scheme submitted to and approved by the Council prior to the commencement of any works, or in accordance with any variation to the scheme to which the Council subsequently agrees in writing.

Reason: In the interests of visual amenity Councillor U Makin returned to the meeting at 6.50 p.m. 4.1.1 (4) S/2015/0192/F – Local Application (Called In) – Erection of 2 No.

single storey infill dwellings _ Policy CTY8 adjacent to (North of) 3 Oak Hill, Ravernet Road, Lisburn

The Senior Planning Officer (MCO) advised that this was a local application which had been ‘called-in’ to the Planning Committee for determination, in accordance with Planning Protocol. She provided a detailed description of the site and its surroundings and referred Members to the relevant planning policy context, the main one being PPS 21. The Officer made reference to the planning history and an associated appeal outcome. The Officer advised that the access arrangements in respect of this application had been altered and the dwellings were now single storey in height. The design had been simplified and the majority of the trees and vegetation were being retained. The Officer added that, based on careful consideration of the relevant material considerations, it was being recommended that the application be approved, subject to a number of conditions. The Chairman called upon Mr Iain Gillespie to speak in opposition to the application. Mr Gillespie raised a number of issues, including:

unacceptable change to rural area

the proposal did not fit into the landscape

the dwellings were 6 metres from floor to ridge level which was higher than single storey

adverse impact on wildlife The Chairman thanked Mr Gillespie and invited Members to ask questions in relation to the application. Several Members raised a number of issues, including:

evidence to support the loss of mature trees

whether the 21 objectors lived in the local area

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Mr Gillespie outlined that the site consisted of hedgerows, bank and mature trees which would have to be removed completely to facilitate the development. He outlined that on the Planning Portal there was a report from NIEA which indicated that this site was likely to support birds, bats, etc. He further advised that all the objectors lived locally to the site. The Chairman thanked Mr Gillespie and invited Mr McAdam to speak in support of the application. Mr McAdam raised a number of issues, including:

it was a gap site which complied with all relevant policy

all relevant consultees had no objections

proposal had been reduced to two single storey dwellings ensuring that the development integrated into its surroundings and the design was appropriate to the rural location

no planning reasons to refuse the application The Chairman invited Members to ask questions in relation to the application. Members sought clarification on a number of issues, including:

overall height of the dwellings and how much had they been reduced by

whether it was necessary to remove hedges, mature trees and other vegetation

whether the applicant had control of all sightlines Mr McAdam confirmed that the previous application for two 2 storey dwellings had a ridge height of 8½ metres. The proposed single storey dwellings had a ridge height of 5½ to 6 metres. He added that one mature and two younger trees were being removed, together with a small amount of hedges but he would also be adding to the landscape and all existing vegetation would be retained. With regard to the sightlines, Mr McAdam advised that he had an agreement with the neighbour. The Chairman thanked Mr McAdam and invited Councillor O Gawith to address the Committee. Councillor Gawith advised that the applicant had asked him to look at the application and he had made it clear that his role as an Elected Member was to take account of anything brought to him. In comparison to the previous application, the new application dealt with all relevant matters such as the style of the dwellings which appeared would enhance the area. The infill was of high standard and the retention of vegetation and most of the trees was acceptable. He was supporting the recommendation to approve the application. The Chairman thanked Councillor Gawith and invited Members to put questions to the Planning Officers.

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The Planning Officers addressed a number of questions with regard to the following:

Policy CTY 8, CTY 13 and CTY 14

Previous planning appeal

Ridge height of proposed dwellings

Frontage of site

Ribbon development The Director of Development and Planning referred to the Senior Planning Officer’s recommendation to approve the application, subject to a number of conditions. The recommendation was put to a vote and a recorded vote was taken, as follows: For

Councillor P Catney Alderman G Rice The Right Worshipful the Mayor, Councillor R T Beckett Councillor M Tolerton Councillor J Palmer Councillor R Butler Alderman M Henderson Total : 7 Against Alderman D Drysdale Councillor U Mackin Councillor A Girvin Total : 3 AGREED To support the recommendation to approve Planning Application S/2015/0192/F, subject to the following conditions and reasons stated:

As required by Section 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of 5 years from the date of this permission. Reason: Time Limit

The vehicular access, including visibility splays and any forward sight distance, shall be provided in accordance with Drawing No. 06 bearing the date stamp 9th March 2015, prior to the commencement of any other development hereby permitted. The area within the visibility splays and any forward sight line shall be cleared to provide a level surface no higher than 250mm above the level of the adjoining carriageway and such splays shall be retained and kept clear thereafter. Reason: To ensure there is a satisfactory means of access in the interests of road safety and convenience of road users.

The gradient of the access road shall not exceed 4% (1 in 25) over the first 10m outside the road boundary. Where the vehicular access crosses a

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footway, the access gradient shall be between 4% (1 in 25) maximum and 2.5% (1 in 40) minimum and shall be formed so that there is no abrupt change of slope along the footway. Reason: To ensure there is a satisfactory means of access in the interests of road safety and the convenience of road user.

No dwelling shall be occupied until hard surfaced areas have been constructed in accordance with approved drawing No.06 bearing the date stamp 09th March 2015 to provide adequate facilities for parking and circulating within the site. No part of these hard surfaced areas shall be used for any purpose at any time other than for the parking and movement of vehicles. Reason: To ensure that adequate provision has been made for parking.

The existing natural screenings of this site, as indicated on approved plan

No. 05 bearing the date stamp the 9th March 2015, shall be retained. If any retained tree or hedge is removed, dies or is seriously damaged within 5 years from the date of the occupation of the buildings, another tree or hedge of a native species shall be planted during the next planting season. Reason: To ensure the continuity of amenity afforded by the existing trees and hedges.

During the first planting season, after the occupation of the dwelling, the planting scheme shall be carried out in accordance to the stamped approved plan No. 06 date stamped 9th March 2015.

Reason: To ensure maintenance of screening to the site.

If within a period of 5 years from the date of the planting of any tree, shrub

or hedge, that tree, shrub or hedge is removed, dies or is seriously damaged, another tree, shrub or hedge of the same species and size as that originally planted shall be planted at the same place.

Reason: To ensure the provision, establishment and maintenance of a high standard of landscape.

Councillor L Poots returned to the meeting at 7.45 p.m. At this point in the proceedings Members agreed to adjourn at 7.50 p.m. The meeting recommenced at 7.55 p.m.

4.1.1 (1) S/2012/0563/F Major Application – Improvement to grazing land (retention of and additional infill with inert material EWC Code 17 05 04 (Amended drawings and additional information received) on lands opposite 5 and 7 Lower Road, Glenavy

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The Senior Planning Officer (RT) advised that this application was categorised as a major application, in accordance with the Development Management Regulations (2015), in that, the site area exceeded 1 hectare. The Officer provided a detailed overview of the site and surroundings and advised that the infilling of this land to improve the agricultural quality of the land was policy compliant and the scheme, as proposed was acceptable. The Officer explained that when complete, the land form would be in keeping with the current land use and that the development would not cause detriment to the area or any neighbouring properties. The Officer outlined that based on careful consideration of all the relevant material planning considerations that the recommendation presented to Members was to approve, subject to a number of conditions. The Chairman invited Members to put questions to the Planning Officer. Councillor U Mackin sought clarification as to why NIEA Natural Heritage was recommending refusal. The Senior Principal Officer advised that when the land was initially infilled a pond had been created which could now be a source for wildlife. Reference was also made to a planning appeal, whereby the Commissioner determined that such ponds were not natural features of the site, and as such, the Commissioner could not accept that there would be an impact on habitat. The Director of Development and Planning referred Members to the recommendation from the Senior Planning Officer to approve the application, subject to a number of conditions. A vote was taken, and it was unanimously. AGREED: To support the recommendation to approve Planning Application S/2012/0563/F, subject to the following conditions and reasons stated:

As required by section 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of 5 years from the date of this permission.

Reason: Time Limit

The vehicular access, including visibility splays and any forward sight distance, shall be provided in accordance with Drawing No.03 bearing the Area Planning Office date stamp 23rd April 2015, prior to the operation of any other works or other development hereby permitted. Reason: To ensure there is a satisfactory means of access in the interests of road safety and the convenience of road users.

The development hereby permitted shall not be become operational until

hard surfaced areas have been constructed and permanently marked in accordance with the approved Drawing No 03 bearing the Area Planning Office date stamp 23rd April 2015 to provide for parking and servicing within the site. No part of these hard surfaced areas shall be used for

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any purpose at any time other than for the parking and movement of vehicles. Reason: To ensure that adequate provision has been made for parking, servicing and traffic circulation within the site.

4.1.1 (2) LAO5/2015/0084/F – Major Application – Proposed pavilion building and

related car parking, proposed landscaping and private road link connecting to existing Halftown Road access on lands at Balmoral

Park, Halftown Road, Maze Long Kesh (MK) Lisburn The Senior Planning Officer (MCO) advised that this application was categorised as a major application in accordance with the Development Management Regulations (2015), in that, the site area exceeded 1 hectare. The Officer provided an overview of the site and surroundings and advised that the proposal was for a pavilion building and associated car parking in lands at the Maze Long Kesh site. It was considered that the erection of a building on this site was entirely policy compliant and the proposed scheme was acceptable and in keeping with the broader objectives of the site. The Senior Planning Officer recommended that planning permission be granted, subject to a number of conditions. The Chairman invited Members to put questions to the Planning Officers. In response to a query from Councillor U Mackin with regard to the potential for the building to be used for concerts, the Senior Planning Officer outlined that events such as concerts would require a licence which was not within the remit of Planning. She added that the local authority had responsibility for granting licences. The Planning Officer responded to a query from Councillor M Tolerton with regard to Neighbour Notification. The Director of Development and Planning referred Members to the recommendation from the Senior Planning Officer to approve the application, subject to a number of conditions. A vote was taken and it was unanimously AGREED: To support the recommendation to approve Planning Application LA05/2015/0084/F, subject to the following conditions and reasons stated:

As required by section 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of 5 years from the date of this permission.

Reason: Time Limit

The vehicular access, including visibility splays and any forward sight distance, shall be provided in accordance with Drawing No.03 bearing the Area Planning Office date stamp 23rd April 2015, prior to the operation of any other works or other development hereby permitted.

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Reason: To ensure there is a satisfactory means of access in the interests of road safety and the convenience of road users.

The development hereby permitted shall not be become operational until

hard surfaced areas have been constructed and permanently marked in accordance with the approved Drawing No 03 bearing the Area Planning Office date stamp 23rd April 2015 to provide for parking and servicing within the site. No part of these hard surfaced areas shall be used for any purpose at any time other than for the parking and movement of vehicles. Reason: To ensure that adequate provision has been made for parking, servicing and traffic circulation within the site.

Senior Planning Officers (RT) and (MCO) left the meeting at 8.05 p.m. 4.2 Statement of Community Involvement (SCI) The Planning Manager outlined the purpose of the Report and explained that the Principal Officers would deliver a presentation that would outline how individuals and the community could get involved in the production of the Local Development Plan and in the development management process. The Planning Manager recommended that the Committee agree to a public consultation being initiated in respect of the draft SCI. The Principal Planning Officer with responsibility for the local development plan stated that anyone wishing to participate in the planning process would be encouraged to do so. Particular reference was made to, people living or working in the area, elected representatives, voluntary and community groups, business, etc. The Principal Planning Officer took Members through the local development plan section of the presentation outlining in detail the aspects associated with the following areas

Stage 1 : Initial Plan Preparation

Stage 2 : Plan Strategy

Stage 3 : Local Policies Plan

Stage 4 : Monitoring and Review The Development Management Principal Planner took Members through the development management section of the presentation outlining:

Pre-Application Stage

Application Stage

Further Information Stage

Planning Committee Stage

Post Application Stage The Planning Officers then addressed a number of queries in relation to the following:

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Suggestion to make contact with Ballybeen Improvement Group

Pre Application Discussions – no reference in the report to local planning applications

In addition to major applications, further consideration should be given to the impact on local communities with regard to local planning applications

Neighbour Notification Scheme – request to review the fact that planning applications are brought to the attention of occupiers of buildings on neighbouring land within 90m of the application site, with a view to widening this, particularly in rural areas

With regard to Neighbour Notification, Councillor L Poots expressed his support for retaining the 90m boundary of the application site. Alderman Drysdale commended Officers for the tremendous amount of work they had put into this process which was greatly appreciated by the Members of the Committee. It was proposed by Councillor M Tolerton, seconded by Alderman G Rice, and AGREED: That public consultation be initiated in respect of the draft Statement of Community Involvement. 4.3 Data Sharing Agreement The Planning Manager referred to correspondence from the Chief Planner’s Office regarding the transfer of Departmental records to Councils and Data Sharing Agreements. Members were asked to note the detail within the following documents:

Analytical Services Branch Data Sharing Agreement

Information Management and Protective Security Branch Sharing Agreement

Service Level Agreement in respect of the Planning Portal The Planning Manager made reference to a Data Sharing Agreement, having been signed a few months ago. Reference was also made to discussion between a number of Councils and the Department and to the revised documents. The Planning Manager recommended that the Committee agree that the documents be signed, subject to typographical errors being corrected by the Planning Department. Alderman Drysdale commented that as Data Protection was a serious issue, he wanted to highlight the fact that Officers needed to ensure that there were adequate controls in place to ensure the protection of such data when released. The Director of Development and Planning outlined that there was an increasing amount of Data Sharing Protocols established with the Department and that they had a requirement to provide data to councils and vice versa. The Director also added that the Department would also be required to comply with the Data Protection

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Principles but undertook to check with them that the Agreement as drafted did ensure the necessary protection. It was proposed by Alderman G Rice, seconded by Alderman D Drysdale, and AGREED: To sign the documents in respect of the Data Sharing Agreements, subject to typographical errors being corrected by the Planning Department and confirmation that the documents as drafted did ensure the necessary protection of data. 4.4 Local Development Plan The Planning Manager advised that the purpose of the report was to update Members on four position papers which would inform the Lisburn & Castlereagh City Council Local Development Plan. The Manager advised that she had recently attended the workshop to consider the four preparatory studies and four more papers had been prepared consisting of updated information on Transportation, Telecommunications Public Services and Utilities, Built Heritage and Natural Heritage which were being presented to Members for noting. The Planning Manager outlined that Planning Officer (LJ) would now deliver a presentation to Members. The Principal Planning Officer took Members through the presentation including the key findings in respect of each of the four position papers. . Members raised the following issues:

1) Improving transport links between smaller villages such as Knockmore, Glenavy, etc, including the re-opening of the railway line at Knockmore

2) Need to improve transport links between Castlereagh and Lisburn 3) Support for shifting to more sustainable forms of transport such as walking,

cycling and public transport, in particular, a cycle path between Belfast and Sprucefield

4) Request for Officers to review and amend the list of police stations within Lisburn and Castlereagh

5) Consideration of a pedestrian zone in Lisburn City Centre Councillor U Mackin left the meeting at 8.45 p.m. and returned at 8.45 p.m. The Chairman expressed the view that considering the significant amount of work carried out by Officers in producing the four documents, and the fact that they were ongoing discussion documents, rather than noting they should be approved by the Committee. It was proposed by Councillor U Mackin, seconded by Councillor P Catney, and AGREED: To approve the content of the four position papers relating to the Development Plan, in terms of Transportation, Telecommunications Public Services and Utilities, Built Heritage and Natural Heritage.

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4.5 Development Management – Decisions Issued September 2015 Members had been provided with a copy of the Decisions Issued in respect of planning applications during the month of September 2015. The Planning Manager advised that the information would be posted to the Planning Portal in due course. AGREED: To note the report from the Planning Manager regarding decisions issued in respect of applications within the Lisburn and Castlereagh Council area in September 2015. 4.6 Planning Application Fees The Planning Manager referred Members to correspondence from the Department of the Environment’s Chief Planners Office in respect of a situation which had arisen regarding Planning Application Fees. In response to a query from Councillor U Mackin with regard to planning fee exemptions for churches, he was advised that correspondence from the Department of the Environment relating to this particular issue was tabled for discussion later in the meeting. AGREED: To note the information within the correspondence from the Department of the Environment in respect of Planning Application Fees. 4.7 Northern Ireland Planning Portal The Planning Manager referred Members to correspondence received from the Department of the Environment’s Chief Planner’s Office regarding the upgrade of the Planning Portal which had taken place on 15 September 2015. She also referred to the general user guide for the Planning Portal which was a guide on the Processing of Online Comments/Representations. Alderman G Rice sought an update with regard to training for Members in the use of the Planning Portal. The Planning Manager advised that there had been an issue with the iPads but that this matter would be revisited. AGREED: To

(a) note the information within the correspondence from the Department of the Environment’s Chief Planner’s Office relating to the upgrade of the Planning Portal

(b) arrange training for Members in the use of the Planning Portal

4.8 Letter to Council Chief Executives re: Findings of the Ombudsman

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The Planning Manager asked Members to note the content of correspondence from the Department of the Environment’s Chief Planner’s Office which had been circulated to all Chief Executives. She advised that the Planning Unit was currently dealing with a number of legacy complaints. AGREED : To note the information in the correspondence from the Department of the Environment’s Chief Planner’s Office relating to the findings of the Ombudsman. 4.9 Strategic Planning Policy Statement for Northern Ireland The Planning Manager advised that the Strategic Planning Policy Statement had been published last week and she stressed the importance of Members reading the document. She added that it was a material consideration in the determination of individual planning applications, planning appeals and planning enforcement. AGREED: To note the content of the correspondence from the Department of the Environment regarding the Strategic Planning Policy Statement for Northern Ireland. 4.10 Exemptions to Planning (Fees) Regulations (NI) 2015 The Planning Manager referred Members to correspondence from the Minister of the Environment regarding exemptions to Planning (Fees) Regulations 2015. AGREED: To note the content of the correspondence from the Minister of the Environment regarding exemptions to Planning (Fees) Regulations 2015. 5. Confidential Business In Committee

It was proposed by Councillor P Catney, seconded by Alderman G Rice, and AGREED: That Item 5.1 be considered ‘In Committee’. 5.1 Enforcement 5.1.1 Cases with Court Proceedings in October 2015 AGREED: To note the list of enforcement cases with court proceedings in October 2015. Out of Committee It was proposed by Alderman G Rice, seconded by Councillor P Catney, and agreed to come ‘Out of Committee’ and normal business was resumed. AGREED: That the Committee come ‘Out of Committee’ and that normal business be resumed. 6. Any Other Business

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6.1. Planning Papers Councillor Mackin commented that no paperwork regarding the planning applications being considered at the meeting had been left in the Members’ Rooms. The Planning Manager apologised and advised that this had been an oversight. AGREED: That Officers ensure that all relevant planning papers are placed in the Members’ Rooms prior to each Planning Committee meeting. 6.2 Planning Committee Agenda Alderman Drysdale outlined that given the significant amount of reports and documents within the Planning Agenda, he suggested that each report and the appendices, etc should be sectioned off using a sheet of coloured paper. He also sought an update with regard to the issuing of hard copy Planning Agenda. Members were of the view that a hard copy of the Planning Agenda should continue to be issued to Committee Members and that the situation be reviewed in three months.. AGREED: That,

(a) in future, the reports and appendices within the Planning Committee Agenda be sectioned off using coloured paper for ease of reference

(b) hard copy Planning Agenda continue to be issued to Committee Members

and the situation be reviewed in three months There being no further business the meeting ended at 9.15 p.m.

___________________ CHAIRMAN/MAYOR

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Report of Chief Executive to MM 27 10 2015

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 27 OCTOBER 2015 REPORT BY CHIEF EXECUTIVE PURPOSE AND BACKGROUND The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council. The following decisions are required:-

To consider nomination to the NILGA member networks in regard to (i) Community Planning & Wellbeing and (ii) Planning and Regeneration To approve the appointment of the Performance Development Officer to attend the training on complaints handling being organised by the office of the Ombudsman Following consideration of the options within the position paper, to agree a response to the consultation in regard to planning application S/2011/0659/F Following consideration of the options within the position paper, to agree a response To the consultation in regard to planning application I/2014/0332/PREAPP Members to submit any comments which they may wish to make on Contact’s briefing paper in relation to the “Future of the Lifeline Crisis Intervention Service” consultation document before 11 November 2015 so that such comments might be available for Contact’s suicide prevention conference on that date To consider nominations to the conference entitled “Suicide Prevention – What Works?” being held in Belfast on 11 November 2015 To appoint the Chairman and Vice-Chairman of the Governance & Audit Committee, or their nominees, to attend the briefing on “Managing Fraud Risk in a Changing Environment” being held on Tuesday 17 November 2015 in Belfast

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To approve the attendance of the Council’s representatives at the National Association of council AGM in Harrogate on 28 November 2015 To approve the third party licence agreement to facilitate the access on a short term basis by QMAC to the Council’s car park at 46C Castle Street to assist in the development of the adjacent property To note information in regard to proposals for waiting restrictions at Station Road, Lambeg and that any comments be forwarded to the Traffic Manager at Transport NI Eastern Division To note the contents of the Local Government (Performance Indicators and Standards) Order (NI) 2015 To note the contents of the correspondence received from the Head of the Civil Service in regard to the NI Civil Service Departmental Restructuring Programme To note the report on the Centenary Gallipoli Pilgrimage held from 4-10 October 2015 To note that, following consultation with The Right Worshipful the Mayor, it has been agreed that the December Meeting of Council be re-scheduled to take place on 15 December 2015 to commence at the earlier time of 6.30 pm

ITEMS FOR DECISION 1 NILGA WORKING GROUPS AND ASSOCIATED MEMBER NETWORKS Attached at Appendix 1A is correspondence dated 18 September 2015 from NILGA advising of the establishment of a suite of Working Groups to consider key issues for local government at regional level, two of which are to be enhanced through the formation of an associated member network with membership drawn directly from the 11 councils. The Council are asked to consider making an appropriate nomination for each of the following:-


• Community Planning and Well-being member network • Planning and Regeneration member network

Members will be required to attend meetings between two and four times per year and will be a regular point of contact between NILGA and the Council. NILGA will cover any travel expenses incurred. The idea of the networks is to enhance the existing Working Groups through wider elected member participation. NILGA want to ensure it can have effective regional member discussions, between members from 11 councils, to:

• Identify regional member development requirements

• act as a mechanism for sharing good practice

• identify issues of concern requiring regional lobbying activity

The Working Group will perform the substantive policy development work of NILGA on relevant issues, and will act as a steering group for the associated network. The key objectives of the Planning & Regeneration Working Group and Community Planning & Wellbeing Working Group are outlined in Appendix 1B. The invitation to add value to the NILGA policy work through the formation of wider networks went out to all councils and is being taken up particularly by councils which currently have no representation on the working groups. By chance, Lisburn & Castlereagh City Council already has representation on both the Planning & Regeneration (Ald Jim Dillon) and Community Planning & Well-being (Ald Michael Henderson) groups. Members are asked to note that, should the council decide to nominate additional members, nominees do not require to be drawn from NILGA membership already identified by the Council but it would be preferable if they were involved in relevant council committees to facilitate the development of a useful regional communications mechanism Recommendation It is recommended to consider nomination to each of the above member networks. 2 GUIDANCE ON THE EFFECTIVE COMPLAINTS HANDLING AND THE PRINCIPLES OF GOOD ADMINISTRATION - TRAINING Attached at Appendix 2 is a copy of a letter dated 6 October 2015 from the Ombudsman advising of a training package on the principles of good administration to assist public bodies in their administrative and decision making process.


Recommendation It is recommended to approve the appointment of the Performance Development Officer to attend the training on complaints handling being organised by the office of the Ombudsman. 3 PLANNING APPLICATIONS – CORPORATE VIEW

3.1 Planning Application – S/2011/0659/F Attached at Appendix 3A is a copy of a letter dated 22 September 2015 received from the Department of the Environment, Strategic Planning Division, seeking the Council’s views on proposals relating to the above planning application. Attached at Appendix 3B is a position paper in regard to the preparation of a corporate response on this matter. Recommendation It is recommended that, following consideration of the options within the position paper, Members agree a response to the consultation in regard to planning application S/2011/0659/F. 3.2 Planning Application I/2014/0332/PREAPP Abstraction of Sand from the bed of Lough Neagh The Council has received correspondence dated 28 September 2015 from the Department of the Environment, Strategic Planning Division, seeking the Council’s views on proposals relating to the above planning application. Attached at Appendix 4 is a position paper in regard to the preparation of a corporate response on this matter. Recommendation It is recommended that, following consideration of the options within the position paper, Members agree a response to the consultation in regard to planning application I/2014/0332/PREAPP. 4 LIFELINE PUBLIC CONSULTATION BY PUBLIC HEALTH AGENCY (CLOSING DATE: 19 NOVEMBER 2015) I wish to advise Members that the Public Health Agency is presently consulting on the “Future of the Lifeline Crisis Intervention Service” with a closing date of 19 November 2015. “Lifeline” is the NI regional crisis counselling helpline and wraparound service for people suffering distress or despair.


Attached hereto under Appendix 5 is a copy of Contact’s briefing paper on this matter. Members can lend their support on-line to this service at www.ProtectLifelineNI.org . This briefing paper shall be debated at the Contact NI conference on the 11 November 2015. Recommendation It is recommended that any comments which Members may wish to make on Contact’s briefing paper in relation to the “Future of the Lifeline Crisis Intervention Service” consultation document be submitted to Contact before 11 November 2015 so that such comments might be available for Contact’s suicide prevention conference on that date. 5 CONTACT NI “SUICIDE PREVENTION - WHAT WORKS?” CONFERENCE WEDNESDAY 11 NOVEMBER 2015 TITANIC CONFERENCE CENTRE, BELFAST Attached at Appendix 6 are preliminary details of the above conference for which there is no fee. The cost of a Member’s attendance has been estimated at £14.30. Recommendation It is recommended to consider nominations to the conference entitled “Suicide Prevention – What Works?” being held in Belfast on 11 November 2015. 6 MANAGING FRAUD RISK IN A CHANGING ENVIRONMENT TUESDAY 17 NOVEMBER 2015 – BELFAST Attached at Appendix 7 are details in regard to the above briefing which is being organised by the Chief Executives’ Forum. There is no fee payable for this event and the only expenditure incurred in regard to attendance is in relation to travelling expenses. Recommendation It is recommended to appoint the Chairman and Vice-Chairman of the Governance & Audit Committee, or their nominees, to attend the briefing on “Managing Fraud Risk in a Changing Environment” being held on Tuesday 17 November 2015 in Belfast.

http://www.protectlifelineni.org/


7 NATIONAL ASSOCIATION OF COUNCILLORS AGM 28 NOVEMBER 2015 - HARROGATE Attached at Appendix 8 are details in regard to the National Association of Councillors AGM which is taking place on 28 November 2015 in Harrogate at an estimated cost of £604.49 per Member attending. Recommendation It is recommended to approve the attendance of the Council’s representatives at the National Association of Council AGM in Harrogate on 28 November 2015 at an estimated cost of £604.49 per Member attending.

8 46C CASTLE STREET CAR PARK – THIRD PARTY LICENCE AGREEMENT QMAC has approached the Council with regard to gaining access on a short term basis to the Council’s car park at the above address to assist in the development of the adjacent property. The Council’s professional advisors have drawn up a Licence Agreement to facilitate this matter. QMAC have indicated that access arrangements will be needed for approximately 2 days. Recommendation

It is recommended to approve the third party licence agreement to facilitate the access on a short term basis by QMAC to the Council’s car park at 46C Castle Street to assist in the development of the adjacent property. 9 DEPARTMENT FOR REGIONAL DEVELOPMENT

TRANSPORT NI EASTERN DIVISION

9.1 Station Road, Lambeg – Proposed Waiting Restrictions

Attached under Appendix 9 is a copy of a letter dated 12 October from the Traffic Manager of Transport NI Eastern Division, together with a location plan, advising that it is proposed to introduce a working day restriction as follows:

• Station Road (unclassified) – from a point approximately 15 metres north-west

of its junction with the B103 Lambeg Road for a distance of 53 metres Recommendation

It is recommended to note information in regard to proposals for waiting restrictions at Station Road, Lambeg and that any comments be forwarded to the Traffic Manager at Transport NI Eastern Division.


FOR NOTING 10 LOCAL GOVERNMENT (PERFORMANCE INDICATORS AND STANDARDS) ORDER (NI) 2015 Attached at Appendix 10 is a copy of the Local Government (Performance Indicators and Standards) Order (NI) 2015 which came into operation on 28 September 2015. Recommendation It is recommended to note the contents of the Local Government (Performance Indicators and Standards) Order (NI) 2015. 11 NI CIVIL SERVICE DEPARTMENTAL RESTRUCTURING PROGRAMME Attached at Appendix 11 is a copy of a letter dated 1 October 2015 received from the Head of the Civil Service in regard to an update on the progress being made to reduce the number of Departments from twelve to nine following the Assembly election in May 2016. Recommendation It is recommended to note the contents of the correspondence received from the Head of the Civil Service in regard to the NI Civil Service Departmental Restructuring Programme. 12 CENTENARY GALLIPOLI PILGRIMAGE, 4 -10 OCTOBER 2015 Attached at Appendix 12 is a report on the 2015 Gallipoli Pilgrimage organised by the Somme Association at which the Council was represented by Alderman James Tinsley and Councillor Aaron McIntyre and attended by the Assistant Director of Leisure Services and Curator, Brian Mackey. Recommendation It is recommended to note the report on the Centenary Gallipoli Pilgrimage held from 4-10 October 2015 13 DATE OF DECEMBER COUNCIL MEETING Members are advised that, following consultation with The Right Worshipful the Mayor, it has been agreed that, in order to facilitate the Christmas Period, the December Meeting of Council be re-scheduled to take place on 15 December 2015 and to commence at the earlier time of 6.30 pm.


Recommendation It is recommended to note that, following consultation with The Right Worshipful the Mayor, it has been agreed that the December Meeting of Council be re-scheduled to take place on 15 December 2015 to commence at the earlier time of 6.30 pm. DR THERESA DONALDSON CHIEF EXECUTIVE 22 October 2015

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Appendix 1A

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1

NILGA Working Groups – Key Objectives Name Chair

COMMUNITY PLANNING & WELLBEING Cllr Philip Brett (Antrim &Newtownabbey)

Vice Chair Cllr Martin Kearney (Mid Ulster) Members Cllr Patrice Hardy (Mid & East Antrim)

Sub – Cllr Michael Goodman (Antrim &Newtownabbey) Cllr Michael Henderson (Lisburn & Castlereagh) Sub – Cllr Joan Baird (Causeway Coast & Glens) Cllr John Blair (Antrim & Newtownabbey) Sub – Ald Deborah Girvan (Ards & North Down)

Support Officer Karen Smyth Key objectives Lobbying for the necessary (and still outstanding) legislation,

guidance and support for councils in relation to community planning and well-being Democratic Scrutiny of: Departmental and partner organisation input into the design delivery and resourcing of new community planning and well-being systems and policies Monitoring the progress of the Partnership Panel in relation to its regional role in community planning

Wider objectives Monitoring ongoing member capacity building requirements in relation to community planning and well-being Design and provision of necessary regional member development events on relevant issues Developing regional guidance on the new elected member role, including ‘commissioning’ and other ‘outward facing’ activity Continued lobbying to develop a partnership role for local government within an integrated government approach

Key linked bodies DOENI, DSDNI, Community Places, Sustainable NI, Carnegie UK, SOLACE

First Meeting TBC

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Appendix 1B

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Group Name Planning & Regeneration

Chair Ald Jim Dillon (Lisburn & Castlereagh) Sub- Ald Marion Smith (Ards & North Down)

Vice Chair Cllr Kieran McGuire (Derry & Strabane) Sub – Cllr Dermot Nicholl (Causeway Coast & Glens)

Members Cllr Robert Gibson (Ards & North Down) Cllr Jim McKeever (Derry & Strabane) Ald Alan McDowell (Ards & North Down) Sub – Ald Stephen Martin (Lisburn & Castlereagh)

Support Officer Karen Smyth Key objectives Lobbying for the necessary (and still outstanding) legislation,

guidance and support for councils in relation to planning and regeneration e.g. Regeneration Bill, SPPS, continued concern re transfer of functions funding. Democratic Scrutiny of: Departmental and partner organisation input into the design delivery and resourcing of new planning and regeneration functions. Monitoring the progress of the relationship between DOE and councils on planning, e.g. on the Planning Portal, and performance improvement

Wider objectives Monitoring ongoing member capacity building requirements Design and provision of necessary regional member development events Assisting in the wider work on the new elected member role and code of conduct Continued lobbying on planning issues and a partnership role for local government within an integrated govt approach

Key linked bodies DOE, DSDNI, SOLACE, PlaceNI, RTPI, Council Planners First Meeting 6th October 2015

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Appendix 2

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Chief Exec Lisburn And Castlereagh Island Civic Centre The Island Lisburn Co Antrim BT27 4RL N Ireland

DOE Strategic Planning Division Causeway Exchange 1 - 7 Bedford Street Belfast BT2 7EG

Date: 22nd September 2015

Your Ref: LC110714 Our Ref: S/2011/0659/F

(Please quote at all times)

Please Contact:

Contact Number

Dear Sir/Madam, Applic Ref.

S/2011/0659/F

Application Type Full

Location: 5 Pond Park Road East

Lisburn Co Antrim BT28 3RQ

Proposal: Engineering works incorporating the extraction of rock over a 5 year period to facilitate the extension of the existing storage area. Also the construction of a replacement workshop, a fabrication shed and the installation and operation of a replacement concrete plant, aggregate storage bays and retention of a settlement lagoon.

Applicant: Lagan Construction

Group Agent: Six-West Ltd

Grid Reference

324653 367972

Date of Application 15.08.2011

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Appendix 3A

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British Grid Reference

SITE HISTORY: TYPE PROPOSAL LOCATION Determination Date S/1985/0940

PROPOSED ERECTION OF NEW OFFICE ACCOMMODATION ON LAND

BETWEEN 122 AND 124 POND PARK ROAD, LISBURN

S/1980/0699

CEMENT SILO

POND PARK ROAD, LISBURN

S/1977/0159

RE-OPENING AND WORKING EXISTING DISUSED QUARRY


S/1983/0165

SEPTIC TANK, FUEL TANKS, OFFICES, INTERNAL ACCESS ROAD, PRODUCTION/STORA


S/1979/0155

ERECTION OF SMALL BLOCK MANUFACTURING PLANT WITH STORAGE AREA


S/1987/1102

Office Block

ROADMIX LIMITED POND PARK ROAD LISBURN

S/1978/0916

PRODUCTION OF READY MIXED

POND PARK QUARRY, POND PARK ROAD, LISBURN, COUNTY

CONCRETE IN EXISTING QUARRY

ANTRIM

S/2011/0659/F

replacement workshop, replacement concrete plant, fabrication shed, and engineering works incorporating a temporary period of extraction to facilitate an extension of the existing storage area

5 Pond Park Road East, Lisburn, Co Antrim, BT28 3RQ,

S/2010/0048/F

Proposed managers dwelling and garage.

Site at 95m North East of 122 Pond Park Road, Lisburn.

S/2000/0313/F

Office accommodation

Roadmix Ltd, Pond Park Road East, Lisburn with access off Pond Park Road, Lisburn

12.08.2009

ADDITIONAL INFORMATION RELATING TO THIS APPLICATION, IF ANY: This application is not subject to the Council’s scheme of delegation. Consultation required under Schedule 3 Part 2 of the Planning (General Development Procedure) Order (NI) 2015. Further information received - Revised Noise Report (May 2015) Please provide comment

To respond to this consultation please log on to the Planning Portal www.planningni.gov.uk using your Government Gateway user name and password. This will provide access to your consultation work queue and all the details of this consultation. Your comments should be submitted online using the Consultee Response eForm available on the Planning Portal 21 days, or other period agreed in writing, from the date of this letter. Yours faithfully

http://www.planningni.gov.uk/

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Planning Reference S/2011/0659/F Report on Consultation Response to DOE on the Engineering works incorporating the extraction of rock over a 5 year period to facilitate the extension of the existing storage area. Also the construction of a replacement workshop, a fabrication shed and the installation and operation of a replacement concrete plant, aggregate storage bays and retention of a settlement lagoon at 5 Pond Park Road East, Lisburn, Co Antrim BT28 3RQ Introduction As part of the consultation from the DOE Strategic Planning Division in matters of Regionally Significant Planning Applications and/or Pre-Application consultations. The Department has consulted the Council to seek its “corporate view” on the proposals as detailed above. The Council in responding to the consultation by the DOE have a number of options which they can consider; that is to:

1. Provide a corporate view in support of the development.

2. Provide a corporate view opposing the development.

3. Provide no corporate view on the development. In this case individual Members or parties may express support for or object to the development.

4. Linked to any of the above options indicate corporately whether the Council

would or would not support the holding of a Local Public Inquiry.

As part of the options to be considered, all of the Council Departments have been requested to comment on the proposal. The considerations are listed below for Members’ discussion and direction:

a) Compliance with all of the requisite planning policy requirements and infrastructure needs for the proposal.

b) The business development/employment aspect of the application should be

supported providing all aspects of the proposal meet with the appropriate legislative requirements of the statutory and non-statutory agencies.

c) The provisions of all natural and bio-diversity environmental requirements are

complied with.

d) The appropriate environmental assessment requirements for noise and pollution meet the required standards.

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Appendix 3B

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Planning Reference 1/2014/0332/PREAPP Report on Consultation Response to DOE on the Abstraction of sand from the bed of Lough Neagh from the “pumping grounds,” a dedicated area towards the north western shore of Lough Neagh and the landing of the sand at 8 designated processing facilities. Introduction As part of the consultation from the DOE Strategic Planning Division in matters of Regionally Significant Planning Applications and/or Pre-Application consultations. The Department has consulted the Council to seek its “corporate view” on the proposals as detailed above. The Council in responding to the consultation by the DOE have a number of options which they can consider; that is to:

1. Provide a corporate view in support of the development.

2. Provide a corporate view opposing the development.

3. Provide no corporate view on the development. In this case individual Members or parties may express support for or object to the development.

4. Linked to any of the above options indicate corporately whether the Council

would or would not support the holding of a Local Public Inquiry.

As part of the options to be considered, all of the Council Departments have been requested to comment on the proposal. The considerations are listed below for Members’ discussion and direction:

a) Compliance with all of the requisite planning policy requirements and infrastructure needs for the proposal.

b) The business development/employment aspect of the application should be

supported providing all aspects of the proposal meet with the appropriate legislative requirements of the statutory and non-statutory agencies.

c) The provisions of all natural and bio-diversity environmental requirements are

complied with.

d) The appropriate environmental assessment requirements for noise and pollution meet the required standards.

e) There should be no detrimental impact to the Tourist Offer in the area.

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Appendix 4

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Lifeline Public Consultation

(27th August – 19th November 2015)

Concerns and Considerations

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Appendix 5

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Lifeline Public Consultation 2015: Concerns & Considerations

The following Contact NI paper provides an analysis of concerns and considerations

for the future service design of the NI Lifeline crisis helpline and follow-on support

services arising from the Public Health Agency (PHA) outline business model

currently out for consultation.

We encourage you to assess this brief analysis from the current Lifeline provider,

alongside the papers from PHA, which are available (attached) & here

(www.publichealth.hscni.net/consultation-future-lifeline-crisis-intervention-

service).

We also encourage your engagement in the public consultation returning your

views (electronically or by post) by November 19th.

PHA Strategic Outline Business Case - Proposed Model

The key features of the proposed model include:

1. The Lifeline service ethos will embed a recovery model approach with a focus on

‘enablement and empowerment’, providing an ‘active listening and signposting’

service, whereas the current model offers crisis counselling, advocacy and

referral to follow-on support.

2. Only callers at ‘immediate risk of suicide, self-harm or homicide/suicide’ will be

eligible for, and signposted to Lifeline follow-on psychological therapy with a

‘unique reference number’.

3. Separation of the Helpline provider from Lifeline follow-on crisis support

services.

4. The Helpline will be commissioned from the NI Ambulance Service.

5. The Helpline will be staffed by call operators without professional counselling

qualifications.

6. Follow-on support services will be procured through five Trust-wide

commissioning bodies, as opposed to a single regional provider.

http://www.publichealth.hscni.net/consultation-future-lifeline-crisis-intervention-service



P a g e | 3 Business Case (BC); Public Consultation Questionnaire (PCQ); Equality Impact Assessment (EIA)

Concerns & Considerations

1. Separating the Lifeline Helpline from Lifeline follow-on support services will

result in a fragmented care pathway, leading to gaps in critical information-

sharing at crisis point, and undermining safe ‘warm handover’ for the caller to

follow-on psychological therapy.

2. The proposal to separate the Lifeline Helpline from Lifeline follow-on support

services is at variance with learning from nine years of Lifeline Serious Adverse

Incident (SAI) Reviews, following more than 150 client deaths by suicide. Lifeline

SAI review reports highlight the need for crisis point continuity of care,

communication and collaboration between service users, their family/loved

ones and service providers. The proposed fragmentation of the service risks

undermining Lifeline’s core purpose to help reduce the number of NI suicide

deaths.

3. While ‘enablement and empowerment’ are valued recovery principles, the

proposed focus on ‘advice and signposting’ as a means to foster independence

for people suffering suicidal crisis is misplaced, and will decrease the likelihood

of caller engagement with support services. The current Lifeline model of

outreach, bridging and linking between callers, their identified loved ones and

service providers (statutory/non-statutory), has a proven track record of safely

navigating the transition from the first crisis call, triage and clinical risk

assessment to warm handover to appropriate support services.

4. Restricting Lifeline psychological therapies to people at ‘immediate risk of

suicide, self-harm or homicide/suicide’ raises concern that people assessed as

suffering low to moderate risk will not receive timely service provision. The UK

and international suicide prevention evidence base demonstrates that

immediate risk alone is insufficient as an indicator of suicide potential and

should not be used as a tool to exclude people from follow-on support.

5. The proposal to commission the crisis helpline from within statutory healthcare

(NI Ambulance Service) will dilute the current independent, non-statutory

Lifeline public profile, reducing choice and undermining the independent,

confidential and non-stigmatising ethos of the Lifeline service for people in

crisis.


6. The proposed model and staffing arrangements risks downgrading the crisis

helpline from a professional counselling, advocacy and referral service for

people in distress and despair, to a crisis listening and signposting service for

people at immediate risk of self-harm and suicide.

7. The proposed care pathways for children and young people risk setting up a

signposting ‘revolving door’ at the GP and Child and Adolescent Mental Health

Services (CAMHS) interface, for those who do not meet CAMHS or Social

Services threshold criteria, leading to problem entrenchment.

8. The proposed dispersal of Lifeline follow-on psychological therapies from a

single regional provider to [a minimum of] five locality-based providers

undermines service quality consistency and limits the potential for research and

service evaluation validity.

Lifeline is a unique service which has evolved since its pilot inception for N&W

Belfast (2006), benchmarked against leading international crisis lines. The current

service model, available to the entire NI population, has developed working

practices and protocols from nine years of crisis service innovation and learning

from NI Serious Adverse Incident Reviews and national and international research.

The proposal to commission the Lifeline Helpline from the NI Ambulance Service

and alter the current Lifeline service ethos, design and practice principles risks

losing that valuable learning in favour of a new and untested model. While

innovation is always required in suicide prevention service development, the

current Lifeline model should not be altered without a clear evidence base,

detailed service design and full consultation with all key stakeholder groups. These

features are, we respectfully submit, not sufficiently present in the Lifeline public

consultation process.

We encourage your careful reflection on this paper and request your completion

and return of the public consultation questionnaire by 19th November.

Fergus Cumiskey Telephone 028 90 744499 Mobile - 07977 463094

Managing Director Contact www.contactni.com

HQ and Therapy Centre, First Floor, Lanyon Building, North Derby Street, Belfast, BT15 3 HL

http://www.contactni.com/


Lifeline Public Consultation 2015: Telephone Crisis Helpline

Telephone Crisis

Helpline

Proposed Model Current Model/Contract Concerns/considerations

Core purpose /rationale

• ‘Focus on providing immediate crisis intervention’ (p11 PCQ)

• ‘For those at immediate risk of suicide, self-harm or homicide/suicide’ (p48 BC)

• When Lifeline became a regional service in 2008, it was branded as a crisis helpline for all people experiencing distress & despair with a focus on early intervention at crisis onset, providing services to tiers 1-3, low, moderate and high risk

• Over the last 18 months of the current contract, due to the high number of calls & referrals, demand management strategies resulted in re-profiling towards moderate to high risk presentations, gradually narrowing early crisis provision.

• The proposed model further narrows the Lifeline profile.

• The pronounced focus and increased emphasis on crisis acuity (‘ for those at immediate risk of suicide and self-harm’) will exclude the importance of support service provision for low to moderate risk of suicide and self-harm, the population where most suicides occur (Kapur 2005; Beautrais 2013).

Service Delivery Model

• 24/7 ‘person centred active listening’ service (p11 PCQ)

• Staffed by ‘call operators/handlers’ (unspecified relevant qualifications, experience & training - no professional qualifications required p98 BC)

• 24/7 professional crisis counselling helpline

• Staffed by professionally qualified and accredited crisis counsellors

• Best practice suggests direct crisis line provision by qualified professionals including counsellors, social workers, mental health professionals with visiting time-bound clinical placement facility for all health & social care professionals.

• The interpersonal skills of mental health professionals are noted as very important in engaging young men (Jordan et al, 2012)

Service Provider

• Lifeline branded NHS identity (governed by NI Ambulance Service)

• Statutory (NHS commissioned) • Regional telephony capacity & expertise;

national backup (Scotland)

• Lifeline branded identity Independent 3rd sector (PHA Governed)

• NGO (procured by competitive tender) • Regional telephony capacity & expertise;

L/Derry & Belfast backup

• A non-statutory independent service option is more accessible for hard-to-reach populations & for those reluctant to engage or who feel alienated from conventional statutory mental health care


Telephone Crisis

Helpline


– high risk populations (WHO Report 2014).

The proposal to commission from within statutory healthcare is at variance with the ‘widening access’ recommendation from NI research with suicidal young men (Jordan et al, 2012), reducing choice & undermining the independent, confidential and non-stigmatising ethos of the Lifeline service.

• Lifeline national UK based backup service does not exist – disaster recovery for NI centralised NIAS model much more prone to service failure than the Derry / Belfast alternate site current model provision.

• Procurement is more likely to promote innovation & multi-sector partnership.

Service Ethos

• ‘enablement & empowerment’ to ‘avoid fostering dependency’

• Emphasis on signposting - not referral • ‘Helpline will enable and empower

service users to access services they require through signposting rather than acting as intermediary’ (p48 BC)

• ‘provision of signposting information for those not at immediate risk to empower and enable them to take control of their own actions’ (p45 BC)

• Less than 5% of callers to receive ‘enhanced signposting’ (p48 BC)

• ‘No wrong door’ philosophy • Outreach and navigation to correct

service & warm handover – bridging & linking between people, carers & services

• Follow up imperative with callers assessed at risk of suicide &/or self-harm (inclusive of low, moderate, high risk)

• Continuity of care at crisis point via critical information sharing Memoranda of Understanding, GPs, HSC Trusts & Emergency services

• Promoting safety in partnership (caller, loved ones & professionals)

• Crisis lines play an important role linking at-risk callers to mental health care – evidence that 50% would not utilise referral information without follow up to ensure warm handover to service uptake (Gould et al 2012).

• Over-emphasis on empowerment at crisis point – a high risk of caller not reaching signposted service, heightening isolation & revolving door polarities, noted risk factors for suicide (Joiner, 2005).

• Proposed model privileges autonomy & independence over safety in partnership.


Telephone Crisis

Helpline


Clinical Practice

• Immediate clinical assessment, de-escalation, clinical judgement to determine appropriate follow on care

• Direct referral to emergency services (where necessary)

• ‘All clients not at immediate risk of suicide, self-harm or homicide/suicide to be provided with advice and signposted to other appropriate services’ (p45 BC) including health & wellbeing services / GP and other relevant voluntary, community and statutory services

• ‘Enhanced signposting’ and ‘robust handover to follow on service’ for callers requiring additional support (less than 5% of callers) (p48 BC)

• No post-initial call follow up for signposted callers (˂5% enhanced signposting)

• ‘No check-ins or outreach service’ (p99 BC)

• Only those at ‘immediate risk of suicide & self-harm’ given ‘unique reference number’ to present to Lifeline locality-based psychological therapy provider

• Immediate clinical assessment, de-escalation, stabilisation & helpline follow up

• Direct referral to emergency services (where necessary)

• Navigation to correct service & warm handover for callers assessed at risk of suicide and/or self-harm (inclusive of low, moderate, high risk)

• Check-in calls for high risk presentations until caller safely engaged with appropriate service – also accessible to manage relapse

• Engagement with key Safety Contact (self- identified loved one/safe adult) breaking isolation & supporting natural resources – safety in partnership, close to home

• GP liaison/update on risk presentation • Engagement with relevant current service

providers to ensure critical information sharing at crisis point

• Seamless referral to Lifeline wraparound crisis support within days (where assessed as appropriate)

• Critical gaps in communication & collaboration apparent with proposed model, focus on signposting with very limited option for helpline follow-up: no reference to Safety Contact engagement; no reference to engagement with other relevant professionals (bar GP) for those not receiving enhanced signposting (˂5%).

• The absence of follow up is at variance with the NI research recommendation to ‘bolster proactive outreach’ to suicidal young men (Jordan et al, 2012).

• UK National Inquiry into Suicide & Homicide (2013) reported that 14% of NI deaths by suicide could have been prevented by closer contact between staff and the patient’s family.

• The proposed model refers ambiguously to the call categories which will be eligible for ‘enhanced signposting’ (clearly stipulated to be less than 5% of all callers). For example: ‘Enhanced signposting predominantly directed toward people with sensory impairment, English not first language & learning disability’ (p48 BC); ‘Facility whereby in exceptional circumstances vulnerable clients may be connected with appropriate service’ (p45 BC); All


Telephone Crisis

Helpline


low/high/immediate risk children and young people calling will receive enhanced signposting (p38 PCQ).

• No reference to key suicide risk factors of isolation, perceived burdensomeness, thwarted belongingness, acquired capacity, entrapment & impulsivity (Joiner 2005; O’Connor, 2011; Klonsky,2013).

• No inclusion of check-in calls despite overwhelming support (95%) in PHA Lifeline public consultation 2014.

Bench-marking

• Benchmarked against part-time NHS commissioned listening ear service (Breathing Space, Scotland) staffed by health and social care professionals

• Breathing Space is a ‘free confidential phone service for anyone in Scotland experiencing low mood, depression or anxiety’

• Benchmarked against international 24/7 crisis line best practice (NSPL Lifeline USA & IASP Quality Standards)

• Continuous improvement informed by applied learning from Lifeline serious adverse incident reviews (n=150), international research & evidence based/evidence informed best practice

• Proposed model is benchmarked against a single part-time service targeting low mood, anxiety & depression – not benchmarked against crisis intervention helpline service specifically targeting reduced incidence of suicide & self-harm.

• Proposed model at variance with international best practice consensus on outreach, care continuity & critical information sharing at crisis point as key requirements for effective suicide prevention strategies (NICE Guidelines / Knesper 2011 / Gould et al 2012 / Jordan et al 2012/ Beautrais 2014)


Lifeline Public Consultation 2015: Follow on Support Services

Follow-on support services


Psychological Therapy: Service design

Separation of care at crisis point • Telephone crisis active listening

service separated from locality based psychological therapy

• Separate client information systems – for helpline and locality-based counselling

Continuity of care at crisis point • Telephone crisis counselling integrated with

wraparound support (continuity of care at crisis point – warm handover guaranteed)

• Critical information sharing at crisis point • Integrated information management system

across both helpline and community wraparound

• Real-time client risk management information accessible to client and clinician

• Gaps in care continuity - proposed model separates follow on support services from telephone crisis helpline. Risk of service disintegration / confusion & clinical risk management inconsistency.

• Lost opportunities for critical information sharing at crisis-point, resulting in diminished risk management – model design fault set up for inadvertently heightened risk of client suicide.

Psychological Therapy: Service provider(s)

Multiple locality based providers • At least 5 Local Commissioning

Group/Trust areas • Locality based provider must be able

to offer psychological therapy, complementary therapy and face-to-face de-escalation service

Single regional provider • regional wraparound service provided in

local communities by single provider • Integrated regional care model – consistent

governance, evaluation & professional clinical training

• Proposed model of multiple providers risks follow-on support service fragmentation & quality standard inconsistency

• limits the potential for research and service evaluation validity

Psychological Therapy: Service ethos

Signposting, promoting enablement & empowerment - independence • Services will enable and empower

service users and avoid fostering dependency (p13 PCQ)

• Caller to make their own way to locality-based provider with ‘unique

Referral, providing systematic outreach & engagement – safety in partnership, interdependence • Assertive outreach from allocated

community based (or telephone) crisis counsellor to engage caller for 1st appointment

• Crisis lines play an important role in linking at-risk callers to mental health care – evidence that 50% do not utilise signposting / referral information without follow up calls to ensure warm handover (Gould et al., 2012).




reference number’ • Providers made aware of unique

client reference number (˂5% callers receive enhanced signposting)

• No clear indication of caller engagement target requirements

• Caller provided with community-based crisis counselling within 5,7 or 10 days, depending on suicide risk (low, moderate, high)

• 90% attendance rate required by Key Performance Indicator – 85% regularly achieved by current contract

• Proposed model privileges autonomy & independence over client safety in partnership

• Emphasis on enablement & empowerment too early at crisis point – increased risk of client disengagement, elevated isolation / risk of perceived rejection

• Risk of caller not reaching signposted service, elevating suicide risk, isolation & burdensomeness (Joiner, 2005).

• NICE Guidance CG33 ‘outreach should include following up the service user actively when appointment has been missed to ensure the service user is not lost from the service’

Psychological Therapy: Referral criteria

• ‘reserved for those at immediate risk of suicide & self-harm and who following assessment are deemed likely to benefit from psychological therapy’ (p13 PCQ)

• ‘Normally for adults aged 18 and over’ (p13 PCQ)

• Some ‘low risk’ ‘suitably mature’ children/young people

• Service not offered to clients currently in receipt of therapy (statutory/voluntary/community) or

• For callers assessed at risk of suicide and self-harm (inclusive of low, medium & high risk) and assessed as deemed likely to benefit from brief solution focussed psychological therapy intervention

• For the entire NI population • Not currently in receipt of other services

(statutory/voluntary/community) or on waiting list

• Current model has evolved over the course of the current contract (2012-15) effectively re-profiling to correct demand-management

• The focus on immediate risk of suicide and self-harm acuity in the proposed model risks the exclusion of psychological therapy provision for low to moderate risk presentations, the population where most suicides occur (Kapur 2015; Beautrais 2013)

• NICE Guidance G16 ‘standardised risk assessment scales should not be used as a means of identifying service users at supposedly low risk




on waiting list for such services challenges, within budget who are not then offered services’

Psychological Therapy: Service provision

Locality-based psychological therapy • Assessment & average of 5 sessions

of evidence based & evidence informed counselling/therapy (CORE clinical outcome measures unspecified)

• Indicative rise in annual provision rates from 25,000 to 35,000 counselling sessions, despite narrowing of psychological therapy eligibility criteria from low/moderate risk to immediate risk of suicide or self-harm

Community-based wraparound support • individual brief solution focussed counselling

(telephone & face to face); creative arts therapy; family assessment & support interventions for children and young people

• Telephone assessment & up to 6 sessions of evidence based & evidence informed counselling/psychotherapy (every session COREnet evaluated)

• Liaison with GP in circumstances of risk escalation

• GP update on follow up support outcomes for every client

• Proposed model is unclear about type of psychological therapy to be offered and how clinical outcome measures will be analysed

Complementary therapy

• Up to 2 sessions to support individual to deal with current state of distress & anxiety and enable to commence psychological therapy

• Complementary therapy was excluded from the current Lifeline contract by PHA, pre- procurement (2012-15) on grounds of absent evidence base

• While welcome, this inclusion is at variance with the proposed model core focus on those at immediate risk of suicide and self-harm, as there is no current evidence base for complementary therapy effectiveness in relation to suicide and self-harm.

Face-to-face de-escalation service

• For those at immediate risk who are not able to call helpline (estimated at ˂5%)

• Provider can refer to NI Ambulance Service or Trust based crisis response team

• Provider can call helpline on behalf of individual

• Not included in current contract • Although a welcome experiment, the PHA public consultation outline business case for Lifeline is unclear about how this service will operate effectively and safely.


Lifeline Public Consultation 2015: Children & Young People

Children & Young People


Telephone helpline protocols

• Care pathway included for children & young person caller (no pathway when call made by parent or concerned other p38 PCQ)

• No telephone helpline engagement protocols with parents/safe adults noted in Lifeline public consultation literature

• ‘The helpline is available to all ages and the call handlers should be competent and capable of handling calls from children and young people and providing appropriate responses that enable active engagement and access to additional help and support’ (p32 EIA)

• Lifeline emerged from the piloted suicide prevention helpline in N&W Belfast in 2006 which targeted young people aged 11-25 years. Over the intervening years, the current provider has developed robust mechanisms and expertise in screening all child/young person calls to ensure effective services to benefit children and young people who are at current risk of suicide and self-harm.

• Crisis line engagement with child, young person & key safe adult (usually parent/primary care giver) to risk assess, de-escalate and undertake comprehensive assessment of need

• Engagement with current service providers (statutory, voluntary & community) with regard to risk presentation i.e. information sharing at crisis point

• Follow up by specific Lifeline Child & Young Person Referral Coordination Team

• 24/7 senior consultation facility re. child/young person cases available for all staff (telephone and community counselling)

• GP liaison/update re. any risk presentation

• Majority of initial calls to current service relating to children and young people come from parents/significant others, often GP directed. Proposed model suggests concerned parents/caregivers will be signposted back to GP creating revolving door, and problem entrenchment, unless requiring emergency services or referral to Social Services (Gateway Team)

• Careful engagement with caregivers at crisis point is known to lead to improved risk assessment, increasing immediate safety for the identified child/young person, enhancing opportunities for long term wellbeing for the child & family (Carr, 2014)

• NICE Guidance CG16 notes that 'all children and young people who have self-harmed should be assessed by healthcare practitioners experienced in the assessment of children and adolescents who self-harm’. No specialist child & young person expertise noted in the PHA outline business plan or Lifeline public consultation papers.




Care pathways

• ‘minimal’ risk child or young person caller offered self-directed signposting to health and wellbeing services

• ‘low’ risk child/young person offered ‘enhanced signposting’ to other services, including Lifeline support services

• ‘high’ risk child/young person referred to existing specialist services – Gateway (Family & Child Care) and/or GP for determination re. statutory referral to Child & Adolescent Mental Health Service (CAMHS)

• ‘immediate’ risk child/young person callers referred to emergency services

• All assessments will entail follow up with GP services (p38 PCQ & p49 BC)

• Recommendations and actions are determined in accordance with the child & family’s unique circumstances and presenting issues

• Non-urgent/longer term needs: Child/young person & safe adult assessed as not in need of urgent crisis support or not suitable for short-term intervention, are supported by Lifeline signposting and/or referral to the appropriate community based or HSC support service. Support for child/young person and safe adult to engage with GP & other service – follow up to ensure safe handover for at-risk presentation.

• Helpline only: Child/young person presenting to Lifeline in crisis but ineligible for Lifeline wraparound counselling support, due for instance, to already existing service provision, will still be able to access Lifeline crisis-line support, including Lifeline risk assessment, de-escalation and containment check-in calls where appropriate. All Lifeline telephone support discussed and agreed with existing service providers.

• No service duplication: Child/young person and families already receiving support are encouraged / supported to engage with existing service options.

• Emergency care: Child/ young person

• Strongly agree that all Lifeline services for children and young people must ‘develop a partnership approach with existing statutory, voluntary and community services who provide the specialised services required’ (p64 EIA)

• Concern that a significant percentage of children, young people & their families who currently receive support via Lifeline (telephone & face to face) will be signposted back to GP / will not meet CAMHS or Social Services intervention thresholds, leading to problem entrenchment / isolation and burdensomeness / revolving door.

• There is no categorisation of ‘moderate’ risk within the PHA Lifeline outline business case for children/young people, only minimal, low, high and immediate.




presenting to Lifeline at imminent risk of life-threatening emergency will be referred to emergency services

• Safeguarding: Lifeline identification of child protection concerns trigger Contact Safeguarding disclosure in compliance with statutory obligations.

• GP updated/liaison on all risk presentations

Referral criteria for Lifeline psychological therapy

• Although primarily for adults aged 18 years and over (p13 PCQ), some ‘low risk, suitably mature’ child/young person callers will receive unique reference number and enhanced signposting to locality-based provider (p49 BC)

• ‘Helpline will be accessible to ALL people in NI irrespective of geography & age’ (p49 BC)

• Children & young people assessed by the Lifeline Child & Young Person Referral Team at urgent need of crisis support and would benefit from short term intervention are offered priority face to face assessment (family or individual) which may lead to short-term crisis counselling (individual or family support intervention as appropriate)

• Urgent refers to children & young people with significant situational/potential mental health concerns and risk behaviours including self-harm and/or suicidal ideation and/or suicidal planning/suicide attempt survival, not currently receiving services

• Child/young person (& safe adult) offered community-based crisis counselling/family assessment within 5,7 or 10 days, depending on suicide risk (low, moderate, high)

• 90% attendance rate required by Key Performance Indicator

• Proposed model stipulation of ‘low risk’ child/young person as eligible for Lifeline psychological therapy at variance with the adult caller who must be at ‘immediate’ risk of suicide and self-harm. Although reported to be for all people in NI, irrespective of age, the proposed pathways lead to a concern that a significant percentage of children, young people & their families eligible for Lifeline support through the current model (telephone & face to face) will be signposted back to GP, and will not meet CAMHS or Social Services intervention thresholds, leading to problem entrenchment / isolation and burdensomeness / revolving door.

• There is no categorisation within the outline business plan of ‘moderate risk’ for children/young people, only ‘minimal,




low, high and immediate risk’ cited.

Psychological therapy provided

• Assessment & average of 5 sessions of evidence based & evidence informed counselling/therapy (CORE clinical outcome measures unspecified)

• All locality based providers should be able to provide evidence based/evidence informed psychological therapy to signposted children and young people (p52 BC)

• Specialist child, young person and family interventions available

• Intervention tailored to needs identified at telephone comprehensive assessment by Lifeline Child & Young Person Referral team

• Initial one-off family meeting/assessment offered when child/young person not currently engaged with any service & risk presentation (self-harm/suicidal ideation) to determine appropriate service/resource required

• Support provided for child/young person and safe adult to engage with GP & statutory services should longer term needs be identified at initial assessment / warm handover

• Choice of different forms of intervention to best meet assessed need: individual counselling; creative arts counselling; family support intervention (up to 6 sessions)

• All interventions rigorously evaluated following every session

• GP updated on elevated risk presentation & informed of intervention outcomes

• Option of family-based interventions not mentioned in proposed model despite growing evidence base for family-based systemic interventions in context of child/young person self-harm, suicidal ideation/attempt and adolescent depression (Carr, 2014).

• NICE Guidance CG16 stipulates that assessment for all children and young people who have self-harmed should include a full assessment of the family, their social situation, and child protection issues.

• Without engagement with child / young person’s primary caregivers, and the option to meet as a family subsystem when needed, Lifeline wraparound crisis counselling for some children and young people could not be safely undertaken.


References

Appleby, L., Kapur, N., Shaw, J., et al (2013) The national confidential inquiry into suicide and

homicide by people with mental illness. A UK wide study. London: Department of Health. http://www.bbmh.manchester.ac.uk/cmhs/research/centreforsuicideprevention/nci/ [Accessed 1 September 2015] Beautrais, A., Gibb, S., et al (2010). Postcard intervention for repeat self-harm: randomised

control trial. A UK wide study. British Journal of Psychiatry, 197: 55-60

Beautrais, A. (2013) Caring Letter (AAS2013). David Covington: UTube. https://www.youtube.com/watch?v=kbAUFT8fs2o [Accessed 1 September 2015]

Carr, A. (2014) The evidence base for family therapy and systemic interventions for child-focussed problems. Journal of Family Therapy, 36: 107-157

Gould, M.S., Kalafat, J., Munfakh, J.L.H. & Kleinman, M. (2007) An evaluation of crisis hotline

outcomes. Part 2: Suicidal callers. Suicide & Life-Threatening Behaviour, 37: 338-52 Gould, M., Munfakh, J.L.H., Kleinman, M. & Lake, A.M. (2012) National Suicide Prevention

Lifeline: Enhancing Mental Health Care for Suicidal Individual and Other People in Crisis. Suicide & Life-Threatening Behaviour, 42: 22-35

Joiner, T.E. (2005) Why People Die by Suicide. Cambridge, Massachusetts: Harvard University

Press. Joiner, T.E. (2010) Myths about Suicide. Cambridge, Massachusetts: Harvard University Press. Kalafat, J., Gould, M.S., Munfakh, J.L.H. & Kleinman, M. (2007) An evaluation of crisis hotline

outcomes. Part 1: Nonsuicidal crisis callers. Suicide & Life-Threatening Behaviour, 37: 322-37 Jordan, J., McKenna, H., Keeney, S, Cutcliffe, J., Stevenson, C., Slater, P. & McGowan, I. (2012)

Providing Meaningful Care: Learning from the experiences of suicidal young men. Qualitative Health Research, 22: 1207-1219

Kapur, N., (2005) Predicting the risk of repetition after self harm: cohort study. British Medical Journal, 330: 394-395

Klonsky, E.D., May, A.M. & Glenn, C.R. (2013) The relationship between non-suicidal self-injury and attempted suicide: Converging evidence from four samples. Journal of Abnormal Psychology, 122 (1): 231-237 Knesper, D, J., (2010) Continuity of care for suicide prevention and research: Suicide attempts and

suicide deaths subsequent to discharge from the emergency department or psychiatry inpatient unit. Boston: American Association of Suicidology and Suicide Prevention Resource Centre.

http://www.bbmh.manchester.ac.uk/cmhs/research/centreforsuicideprevention/nci/

https://www.youtube.com/watch?v=kbAUFT8fs2o


Milner, A., & De Leo, D. (2010) Who seeks treatment where? Suicidal behaviors and health care: Evidence from a community survey. The Journal of nervous and mental disease, 198, 412-419.

NICE guidelines [CG16] (2004) Self-harm: The short-term physical and psychological management

and secondary prevention of self-harm in primary and secondary care. Manchester: National Institute for Health and Clinical Excellence. Available at

https://www.nice.org.uk/guidance/cg16 [Accessed 1 December 2013] NICE guidelines [CG133] (2011) Self-harm: The longer-term management. Manchester: National

Institute for Health and Clinical Excellence. Available at http://whqlibdoc.who.int/publications/2010/9789241500128_eng.pdf [Accessed 1 December 2013]

O’Connor, R. (2011) The Integrated Motivational-Volitional Model of Suicide behaviour. Journal of Crisis Intervention & Suicidal Behaviour, 32, 6, 295-298

Stanley, B., Brown, G., et al (2012) Safety planning intervention: a brief intervention to mitigate

suicide risk. London: Cognitive and Behavioural Practice, 19: 256-264

WHO (2014) Preventing suicide: A global imperative. World Health Organization. Available at http://apps.who.int/iris/bitstream/10665/131056/1/9789241564779_eng.pdf?ua=1&ua=1 [Accessed 1 September 2015]

https://www.nice.org.uk/guidance/cg16

http://whqlibdoc.who.int/publications/2010/9789241500128_eng.pdf

http://apps.who.int/iris/bitstream/10665/131056/1/9789241564779_eng.pdf?ua=1&ua=1

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Contact Suicide Prevention Symposium 11th November 2015 We further welcome your attendance at the next annual Contact Suicide Prevention What Works? Conference, scheduled for Wednesday 11th November, 2015, 10.00am – 4.30pm, at the Titanic Conference Centre Belfast, full programme to follow. Our 11th November symposium morning keynote will be presented by Joe Rafferty, CEO Mersey Care NHS Trust, on Mersey and Cheshire NO MORE Zero Suicides five year strategic policy initiative (2015-2020, attached). Mersey Care envisage a future zero suicide death rate, for their entire NHS region, following the successful Henry Ford health care system perfect depression care exemplar service improvement initiative (2003-7). Mersey Care are the first UK NHS Trust to experiment with the Zero Suicide performance improvement ambition to substantially drive down the regional suicide death rate. We are keen to hear from their experience of just culture investment, workforce preparedness and leadership championship for audacious achievable whole system change driving the suicide prevention strategy. We will also have Dr Christabel Owens, Exeter Medical Centre, present her work on systematic review of psychological autopsy studies following family experience of suicide bereavement. Christabel will speak of the importance to follow ones intuition when assessing suicide risk for a family member, taking the risk to be impolite and ask the difficult questions when suicidal ideation and suicide planning may converge. Public Debate on the Future of the Regional Lifeline Service The afternoon slot, 2.00pm to 4.00pm, will be devoted to a Public Debate on the Future of the Regional Lifeline Service. We hope to provide the opportunity for a fully informed, comprehensive and dignified public debate, independently facilitated, exploring in detail the issues arising from PHA plans for the future of Lifeline. Our purpose will work towards promoting synthesis on evidence based and evidence informed strategies for Lifeline developments, a progressive contribution to homespun audacious ambition that Lifeline will continue to help in the vital policy drive to actively reduce the NI suicide death rate.

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Appendix 6

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Appendix 7

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National Association of Councillors, AGM 28th Nov 2015 9:45 The Majestic Hotel, Harrogate

Meeting called by: The National Executive Committee

Note taker: Assistant General Secretary

----- Agenda Topics ----- Chairman's Welcome Mervyn Jones Apologies for Absence Minutes of the previous AGM Matters Arising

Update to Constitution Brian Nelson Election of Chair (England Region) The New Chair to Take the Chair Chair’s address Address by the retiring Chair Election of Vice Chair (Scotland Region)

Mervyn Jones Mervyn Jones

General Secretaries Report Brian Nelson Statement of Accounts Ken Wyatt Equalities officer report Christopher Akers-Belcher Any Other Business Items to be in writing to the

general secretary 7 days in advance of meeting

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Appendix 8

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COSTING

NAC Conference

Harrogate

27-29 November 2015

Per delegate: Registration fee £350.00

Accommodation 2 x £60 £120.00

Return flights £126.49

Return bus transfer to L/B airport £8.00

Total per delegate £604.49

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Appendix 8

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Appendix 9

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The Local Government (Performance Indicators and Standards) Order

(Northern Ireland) 2015

Guidance Notes

Introduction

These statutory performance indicators and standards have been set by the

Department of the Environment as part of the performance improvement

arrangements for district councils. Performance measures have been specified for

the functions of economic development, planning and waste management. The aim

of the performance measures is to promote the improvement of service delivery for

the functions specified.

The performance indicators and standards specified in the Order will apply until an

amending Order or a new Order is enacted. Performance Orders will be made for

subsequent years following further consultation.

Economic Development Performance Indicators and Standards

1. These statutory performance indicators and standards have been set by the

Department of the Enterprise Trade and Investment (DETI) as part of the

governance and performance management arrangements for the economic

development functions transferring to local government. It is critical to ensure that

these functions are carried out, and are seen to be carried out, in a clear, fair and

consistent manner and that best practice is applied across the new district

councils.

2. In order to ensure consistency and reliability of performance data, reporting on

these performance indicators and standards will be carried out centrally by Invest

NI and reported to DETI until 22 October 2015, after which further arrangements

will be made for councils to report directly to DETI.

3. This will allow for accurate comparison between councils across performance

indicators and standards and will provide the Minister and the public with

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Appendix 10

assurance over the performance. Central reporting will also ensure that DETI

continues to meet its statutory obligations under the Code of Practice for Official

Statistics when reporting performance at the Regional level.

DATA COLLECTION ARRANGEMENTS –REGIONAL START INITIATIVE - 1 April

2015 – 22 October 2015

4. Enterprise Northern Ireland (ENI) will submit monthly data lists to Invest NI within

5 working days of the end of each month, in relation to the following:

the number of business plans completed for each of the 5 contract

regions;

the enquiry levels to the Regional Start Initiative; and

the conversion statistics for each delivery agent (Local Enterprise

Agencies or LEAs) for transition between the contact points on the

programme.

Reporting and Monitoring

5. Invest NI will take 10 working days to audit a random sample of 20% of the

business plans received across each delivery agent. This process is carried out

directly by Invest NI staff. ENI has its own internal audit procedure which is

undertaken on a 10% basis by an independent consultant. Invest NI/ENI/the

Consultant will meet on a quarterly basis to verify audit findings.

6. Findings of the monthly Invest NI audit will be communicated to ENI along with

detailed commentary on the business plans reviewed and performance of

individual LEAs.

7. Performance of individual LEAs will be tracked and documented on a monthly

basis forming the basis of a monthly meeting between Invest NI and ENI where

programme performance in each contract area will be discussed. Improvement

actions will be documented.

8. Invoicing and payment will be undertaken on a monthly basis and will take place

after the Invest NI audit has determined the validity of the ENI monthly

submission.

Validation of Data

9. Invest NI will conduct quality validation on 20% of the plans prepared by ENI on

the Regional Start Initiative.

10. The plans will be selected at random from the ‘Final Fee’ file sent from ENI and

each LEA will be subject to the 20% validation.

11. The key areas of validation will be in keeping with the Terms of Reference,

advisor training and Business navigator tools. The validation process will:

a) ensure that the plan includes a robust set of financial projections consistent

with the project described in the plan;

b) ensure that analysis of the plans (specifically financial information) identifies

any significant issues and specific commentary should be made where issues

exist; and

c) ensure the plan is evidenced-based with a minimum of 10% of the first year’s

sales justified in the market section. This should be supported with customer

names and contract values.

12. In addition, the validation process will be used to identify best practice.

13. A summary of the validation will be prepared by Invest NI each month and be

made available to DETI and councils.

Planning Performance Indicators and Standards

These statutory performance indicators and standards have been set by the

Department of the Environment (the Department) as part of the governance and

performance management arrangements for the planning functions transferring to

local government. It is critical to ensure that these planning functions are carried out,

and are seen to be carried out, in a clear, fair and consistent manner and that best

practice is applied across the new district councils.

In order to ensure consistency and reliability of performance data, reporting on these

performance indicators and standards will be carried out centrally by the Department

of the Environment. This will allow for accurate comparison between councils across

performance indicators and standards and will provide the Minister and the public

with assurance over the performance of the planning system. Central reporting will

also ensure that the Department continues to meet its statutory obligations under the

Code of Practice for Official Statistics when reporting performance at the Regional

level.

2. Data Collection Arrangements

The Department of the Environment (Analytical Services Branch) will extract the data

from the NI Planning Portal for the purposes of producing provisional quarterly and

finalised annual NI Official Statistics Publications related to Development

Management.

3. Timing of Data Collection

Performance will be monitored internally on a quarterly basis with data collected on

the 3rd week following the end of the quarter in question.

4. Validation of Data

Data will be validated by looking for coding anomalies and inconsistencies in

classification or processing times across councils and by comparison with equivalent

historic data.

5. Performance Indicator and Standard Definitions

For the purpose of this guidance the following definitions apply:-

A ‘major planning application’ means a planning application that belongs to the

category of major development as expressed in the Planning (Development

Management) Regulations (Northern Ireland) 2015.

A ‘local planning application’ – means a planning application that belongs to the

category of local development as expressed in the Planning (Development

Management) Regulations (NI) 2015. This indicator also includes other applications

for any approval or consent under the Planning Act (NI) 2015 (including but not

limited to listed building consent, conservation area consent, hazardous substances

consent, approval of reserved matters and approvals required by a condition of any

permission or consent).

‘Enforcement case’ – refers to an investigation into an alleged breach of planning

control or an immediate offence.

Breaches of planning control are defined in Section 131(1) of the Planning Act (NI)

2011 as:-

(a) carrying out development without the planning permission required; or

(b) failing to comply with any condition or limitation subject to which planning

permission has been granted.

The following are immediate offences and where they occur the Department will

normally pursue court action, which often results in the conviction of, and a criminal

record for, the offender:-

unauthorised works to or demolition of a listed building;

unauthorised demolition of an unlisted building within a Conservation Area;

non-compliance with conditions attached to listed building

consent/conservation area consent;

unauthorised display of an advertisement;

unauthorised works to trees protected by a Tree Preservation Order and/or

within a conservation area;

unauthorised storage or presence of hazardous substances; and

non-compliance with a submission notice, enforcement notice, breach of

condition notice, stop notice, listed building enforcement notice or hazardous

substances contravention notice.

“Application Date valid” – a planning application will be considered valid when it

complies with Article 3 of the Planning (General Development Procedure) Order

(Northern Ireland) 2015 and includes the following:–

(i) the postal address and a written description of the development;

(ii) a site location plan;

(iii) detailed drawings and enclosures to adequately describe the proposal;

(iv) evidence of entitlement to make a planning application on the designated

land;

(v) a pre-application community consultation report (required for major

developments only);

(vi) an access statement or a design and access statement, as appropriate,

where required; and

(vii) the correct application fee.

Where a planning application is received by a planning authority on a given date,

and is validated on that given date or a later date, and is determined to be valid

because all the application information and fee has been correctly submitted, the

“Application Date Valid” is shown on the Planning Portal to be the same date the

application was received.

‘Decision’ – this means the date a decision on an application is agreed by a planning

decision-making group or a council planning committee.

‘Withdrawal’ – this means the date on which a planning application is withdrawn by

the applicant.

‘Average’ - the average processing time for planning standards is the median. The

median is determined by sorting data from its lowest to highest values and then

taking the data point in the middle of the sequence. The median is used because

some planning applications can take several years to reach a decision. As a

consequence, these extreme cases (outliers) inflate the ‘arithmetic mean’ and the

result is that it may not be considered as ‘typical’. The median, therefore, may be

taken to better represent the ‘average’ or ‘typical’ processing time.

‘Weeks’ - this will be taken to mean working weeks (public holidays are excluded).

Certificates of Lawful Use or Development (CLUDs) are excluded from the

calculation of processing time, as such certificates are not deemed to be planning

applications.

‘Target conclusion’ - for the purposes of planning enforcement this means the

achievement of the one of the following outcomes following an investigation:–

(i) case closure;

(ii) submission of a retrospective planning application;

(iii) enforcement action as defined in Section 131 (2) of the Planning Act

(Northern Ireland) 2011 – which will be measured as the date issued on

the enforcement notice or breach of condition notice; and

(iv) summons to court – which will be measured as the date on which the

planning authority instructs its solicitor to progress summons action to

court.

‘Receipt of complaint’ – this is the date on which a complaint of an alleged planning

control breach is received by a planning authority.

6. Publication of Performance

The Department of the Environment (the Department) will publish performance by

council area on a quarterly and annual basis through the NI Planning Development

Management Statistics report.

Waste Management Performance Indicators and Standards

20. Statutory performance indicators and standards have been set by the

Department of the Environment for the waste management functions. In order to

ensure consistency and reliability of performance data, reporting on these

performance indicators and standards will be carried out centrally by the

Department of the Environment. This will allow for accurate comparison between

councils across performance indicators and standards and will provide the

Minister and the public with assurance over the performance of the local authority

collected waste management system. Central reporting will also ensure that the

Department continues to meet its statutory obligations under the Code of Practice

for Official Statistics when reporting performance at the Regional level.

Data Collection Arrangements

21. The Department of the Environment (Analytical Services Branch) will extract the

data from WasteDataFlow portal for the purposes of producing provisional

quarterly and finalised annual NI National Statistics Publications related to Waste

Management.

Timing of Data Collection

22. Performance data will be published on a quarterly basis with data collected by the

end of the 3rd month following the end of the quarter in question. This is in effect

a time lag of one quarter and is necessary due to the length of time (2 months)

allowed in existing legislation for councils to input data into WasteDataFlow and

the degree of validation carried out on this data by Northern Ireland Environment

Agency (NIEA) and Analytical Services Branch (outlined below).

Validation of Data

23. Data will be validated by looking for coding anomalies and inconsistencies in

tonnages and classifications across councils and by comparison with equivalent

historic data. This takes approximately 1 month.

Performance Indicator and Standard Definitions

25. For the purpose of this guidance the following definitions apply:-

26. ‘Local authority collected municipal waste’ is defined in the Waste and Emissions

Trading Act 2003, as amended, as: Waste from households and other waste that,

because of its nature or composition, is similar to waste from households (all of)

which has been collected by district councils.

27. ‘Local authority collected municipal waste arisings’ is the total amount of local

authority collected municipal waste which has been collected (in this case) by the

district council.

28. ‘Household Waste’ is defined in the Waste and Contaminated Land (NI) Order

1997. This definition is further refined in the Controlled Waste and Duty of Care

Regulations (NI) 2013.

WasteDataFlow arrangements

29. Local authorities (district councils) in Northern Ireland report data on local

authority collected municipal waste arisings on a quarterly basis as per

Regulation 10 (5) of the Landfill Allowances Scheme (Northern Ireland)

Regulations 2004. The data for each quarter must be submitted to the Monitoring

Authority (NIEA) within 2 months after the relevant quarter ends.

30. Local authorities (district councils) submit their data via a web based system

called WasteDataFlow (WDF). District councils began formally reporting local

authority collected municipal waste data via WDF from May 2005 for data arising

post January 2005, as follows:-

31. The percentage of household waste collected by district councils that is sent for

recycling (including waste prepared for re-use), as noted on page 39 of the NI

Waste Management Strategy ‘Delivering Resource Efficiency’ dated October

2013. This metric is also available via WasteDataFlow as a council specific

report. http://www.doeni.gov.uk/wms_2013.pdf#page=39;

http://www.wastedataflow.org/

http://www.doeni.gov.uk/wms_2013.pdf#page=39

32. The amount (tonnage) of biodegradable Local Authority Collected Municipal

Waste that is landfilled as defined on the Landfill Allowance Scheme (Northern

Ireland) Regulations 2004 (as amended), which is noted on page 50 of the NI

Waste Management Strategy ‘Delivering Resource Efficiency’ dated October

2013. This metric is also available via WasteDataFlow as a council specific

report. http://www.doeni.gov.uk/wms_2013.pdf#page=50;

33. The amount (tonnage) of Local Authority Collected Municipal Waste arisings as

noted on page 23 of the NI Waste Management Strategy ‘Delivering Resource

Efficiency’ dated October 2013. This metric is also available via WasteDataFlow

as a council specific report. http://www.doeni.gov.uk/wms_2013.pdf#page=23;

and

34. The standard to landfill no more than the tonnages of biodegradable Local

Authority Collected Municipal Waste for each council by 2020 as noted in a letter

sent by Environmental Policy on 10 July 2014 to the relevant chief executives.

http://www.doeni.gov.uk/nilas_allowances_2015-16_to_2019-

20_for_new_11_councils__2_.pdf

Publication of waste management performance

35. The Department will publish performance by council area on a quarterly and

annual basis through the NI Local Authority Collected Municipal Waste

Management Statistics report.

http://www.doeni.gov.uk/niea/waste-home/municipal_data_reporting.htm

36. The performance data will be issued to each council upon publication for use by

the council as part of the requirements under Part 12 of the Local Government

Act (NI) 2014.



http://www.doeni.gov.uk/nilas_allowances_2015-16_to_2019-20_for_new_11_councils__2_.pdf

http://www.doeni.gov.uk/nilas_allowances_2015-16_to_2019-20_for_new_11_councils__2_.pdf

http://www.doeni.gov.uk/niea/waste-home/municipal_data_reporting.htm

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Head of the Civil Service

Office of the First Minister & Deputy First Minister

Dr Malcolm McKibbin BSc MBA DPhil CEng FICE

Room FD.34, Stormont Castle, BELFAST BT4 3TT, NORTHERN IRELAND

Tel: 028 9037 8133 Fax: 028 9037 8205 Email: [email protected]

HCS-183-15

FROM: MALCOLM MCKIBBIN Our Ref: SUB47/2015 DATE: 1 OCTOBER 2015 TO: ALL STAFF

DEPARTMENTAL RESTRUCTURING PROGRAMME

I am writing to update you on the progress being made to reduce the number of

Departments from twelve to nine following the Assembly election in May 2016.

It is important to say that, notwithstanding the current political talks process, the clear

message is that the programme of work on departmental restructuring should continue

as planned so that the target date of next May is met.

Good progress is currently being made in developing proposals for the vision, strategic

objectives and operating models of the nine departments. A number of staff

engagement sessions have taken place, or are being planned, to invite views on how

the departments should operate. To assist in the planning process I am keen to

establish the top management teams as soon as possible. I am therefore proposing

that Permanent Secretaries would be assigned to the nine departments as follows – the

change will take effect following restructuring.

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Appendix 11

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Department Permanent Secretary

The Executive Office Malcolm McKibbin

Agriculture, Environment and Rural

Affairs

Noel Lavery

Communities Leo O’Reilly

Economy Andrew McCormick

Education Paul Sweeney

Finance David Sterling

Health Richard Pengelly

Infrastructure Peter May

Justice Nick Perry

These proposals are intended to help maintain business continuity at a time of

significant change by keeping the number of moves to a minimum. The NICS Board will

shortly be considering who should fill the positions in the next tier of senior

management.

Progress is also being made in a number of other areas. The Departments Bill, for

example is ready for introduction into the Assembly and a draft Transfer of Functions

Order is being prepared for consideration by the Executive later in the autumn.

Discussions have also been completed with all departments on proposals for the

budget structures and on a process for Ministers to take decisions on the 2016/17

Budget. These will also be presented for Executive consideration in the autumn.

Enterprise Shared Services have been developing plans to ensure that the necessary

changes can be made to services such as AccountNI, HR Connect and IT Assist, so

that departments will be able to operate effectively following restructuring. There is

also considerable work under way on the various information management issues such

as TRIM access and document disposal and retention.

Guiding principles had been drawn up to ensure that the transition for staff and

functions would be as seamless as possible. These have been updated following

discussions with HR Directors about how best to manage the reallocation of staff.

Existing HR policies on, for example redeployment and excess fares provide the

appropriate framework for taking such decisions and these will continue to apply. In

essence, the general approach is that decisions on the allocation of staff will be taken

in a fair, equitable, open and transparent manner and in line with HR policy.

The first meeting of the Departmental Restructuring Programme Whitley Sub-

Committee meeting took place on 26 August. It was a useful engagement at which

Derek Baker, who is the chair of the Restructuring Programme Board, agreed to

provide trade union side with documentation about the programme on a regular basis

and to keep them informed of developments. The Whitley Sub-Committee will meet

regularly, and a further meeting is planned for October.

Finally, we will shortly be launching a NICS intranet page where you will be able to find

more information about the Restructuring Programme including frequently asked

questions.

I will, of course continue to keep you informed of progress.

Best wishes

MALCOLM MCKIBBIN

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FROM LISBURN TO GALLIPOLI IN REMEMBRANCE, 1915-2015 At the centenary Gallipoli Pilgrimage (4th-10 October 2015) organised by the Somme Association, Lisburn & Castlereagh City Council was represented by Alderman James Tinsley and Councillor Aaron McIntyre attended by the Irish Linen Centre & Lisburn Museum’s Curator, the author of this report. Two other long standing citizens of Lisburn, Christopher and Jane McMurray of Boardmills also participated in a private capacity in remembrance of Chris’s grandfather Second Lieutenant James G St.J Ellis, Royal Engineers, who was killed in action at Suvla Bay, Gallipoli, on the 11 October 1915. The Gallipoli visit commenced with a flight to Istanbul, Turkey on Sunday 4th October and continued the next day with a coach journey to Escobar on the Peninsula from where the party travelled by ferry to Canakkale (Chanack) on the Asian side of the Dardanelles ‘narrows’ to our hotel base for four nights.f Tuesday 6th October commenced with an early morning tour of Troy archaeological site, of Trojan Horse fame, before a ferry journey back to the Peninsula and attendance at a formal Act of Remembrance Service of Commemoration at Green Hill Cemetery. This dignified service under the midday sun was attended by HRH the Duke of Gloucester, patron of the Somme Association, the British Ambassador to Turkey, Aodhán Ó Riordáin, Minister for New Communities Culture and Equality, representing the Republic of Ireland, various officials representing the Republic of Turkey and a detachment of soldiers from the Royal Irish Regiment. Alderman Tinsley and Councillor McIntyre laid a wreath on behalf of Lisburn & Castlereagh City Council in memory of those Irish soldiers killed in the Dardanelles campaign.

1: Alderman Tinsley, supported by Councillor McIntyre, laying a Council wreath.

This formal Service of Commemoration was quickly followed by a visit to Hill 10 Cemetery in the Suvla Bay sector. There in the presence of the Duke of Gloucester and all the participants on the tour, a personal act of remembrance was conducted for Second Lieutenant James Ellis with a wreath laid at his grave by his grandson Chris McMurray and his sister Susan Grenyer from Wales. The public reading of poignant extracts from personal letters written by 28 year

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Appendix 12

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old Second Lieutenant Ellis to his wife and two year old daughter (Christopher’s grandmother and mother) before the playing of the last post made this one of the most emotive occasions of the entire pilgrimage, a moment when quite a few shed tears in sad remembrance. On return to the hotel the evening concluded with the official Somme Association dinner attended by the dignitaries, most notably His Royal Highness who made a very gracious speech relating to the commemoration of the centenary of the Gallipoli campaign and the ongoing work of the Somme Association. Wednesday 7th October saw an early start by ferry to the Peninsula to visit the remains of a Turkish WWI artillery fort that guarded ‘the narrows’ and engaged the Royal Navy in March 1915 in its failed attempt to force a passage through the Dardanelles. This was followed by an onward journey to the Cape Helles sector at the tip of the peninsula where our first visit was to the enormous, impressively landscaped, Turkish Memorial overlooking the mouth of the Dardenelles at Morto Bay and S Beach. Then on by coach to a now completely tranquil V Beach where the Dublin and Munster Fusiliers of the regular 29th Division took appalling causalities as they came ashore from the beached collier the ‘River Clyde’. The beautifully located V Beach Cemetery right on the shore line with its rows of ‘Dubster’ graves looking out over the Aegean Sea, tells the story of their landing on the 25 April 1915.

Close by the nearby Cape Helles Memorial records the names of over 20,000 United Kingdom, Empire and Commonwealth soldiers killed in the Gallipoli campaign with no known grave. At this memorial Alderman Tinsley and Councillor McIntyre found the names of some nineteen Lisburn and district men killed in action on a list provided by the Curator, and drawn from recent museum research. As most of these were members of Ulster regiments, the Royal Irish Rifles and the Armagh and Inniskilling Fusiliers, it was possible to commemorate these local soldiers by an informal act of remembrance through marking their individual names with poppy crosses and by laying a wreath on behalf of Lisburn & Castlereagh City Council.

2: Cape Helles Memorial

3: Lisburn and district Royal Irish Fusiliers and Rifles commemorated.

4: Lisburn and district Royal Inniskilling Fusiliers commemorated.

Later in the afternoon it was also possible to find and commemorate – by laying poppy crosses on the gravestones – three other Lisburn born soldiers, laid to rest in two cemeteries: in Lancashire Landing Cemetery, Private Robert McReynolds; and in Twelve Tree Copse Cemetery, Private Christopher Pelan, and Sergeant Thomas Donegan; as below.

On Thursday 8th October, the party returned to the peninsula to visit the ANZAC and Suvla Bay sector. At Lone Pine Cemetery which commemorates the fallen from the Australian and New Zealand Divisions, Alderman Tinsley and Councillor McIntyre laid a wreath to commemorate two Magheragall men who had emigrated and volunteered to serve in Anzac battalions; Private H A Gill (15th Australian Infantry) and Private Alex Martin, (Auckland Infantry Regiment) who is featured in the museum’s Gallipoli display, as part of its current ‘Lisburn 1912-15’ exhibition.

5: Commemorating Pvt Alex Martin (pictured right in 1913), born Maghergall (1895), died at Gallipoli (1915).

After Lone Pine the group visited sites of battles in the approach to the heights of Chanuk Bair a dominating position on the central crest of the peninsula with wonderful views. It was this vital strategic bastion that the Turks under Kemal Ataturk, later the founder of modern Turkey, threw everything into defending against an onslaught by Anzac and other British divisions. The crest today has two memorials, to Ataturk and the New Zealand Expeditionary Force. From Chanuk Bair, even on a dull day, we could see Suvla Bay further north along the coast, where the 10th Irish Division was landed in August 1915. We drove there next along the coast via such battlefield landmarks as Anzac Cove and Shrapnel Valley, visiting, CWGC Cemeteries as we travelled. On reaching Suvla Bay eventually, another opportunity was given to view Hill 10 Cemetery and there a photograph of Chris McMurray of Boardmills and his sister Susan was taken at the grave of their grandfather, Second Lieutenant J G St.J Ellis.

6: Christopher McMurray of Boardmills and his sister Susan Grenyer at their grandfather’s grave. Their grandfather Second Lieutenant Ellis, right, photographed in uniform with their grandmother and mother (aged 2) in 1915.

The 10th Irish Division’s disastrously disorganised landing at Suvla Bay was revealed to us in a commentary by the Somme Association’s Eddie Lendrum. That the division failed to take or hold any of the horseshoe of hills surrounding the plain behind the bay left the men of the division open to relentless sniper and machine gun fire and gave rise to its many casualties, before they were evacuated. On Friday 9th October we left our hotel early for the long coach journey back to Istanbul. This enabled short visits to Hagia Sophia, the great Byzantine cathedral of Christian Constantinople, now a museum, and the beautiful Blue Mosque. The evening concluded with a boat trip along the Bosphorus which revealed the enormous scale and beautiful location of Istanbul at the juncture of Europe and Asia. On Saturday 10th October we departed Istanbul for our flight to Dublin and journey back to Lisburn. The visit to the Dardanelles and Gallipoli was a remarkably well organised and informative trip for which the Somme Association, its Chairman Alan McFarland and staff, Carol Walker the Director, and Richard Parkinson deserve great credit and thanks. In conclusion the three Lisburn & Castlereagh City Council representatives on this trip were of the view that it was not only remarkably educational, but deeply significant in marking the 100th anniversary of a campaign that has been much overshadowed by other World War One battles on the Western Front. It was also especially important to have the opportunity through the Museum’s research to personally commemorate those men of Lisburn and district who lost their lives during it. To visit the Gallipoli Peninsula is to make a pilgrimage to some of the most emotive battlefield landmarks in one of the most terrible wars in human history. To see a beautiful classical landscape once made desolate by the awful human tragedy of so many lives lost for no ultimate Allied strategic gain was a moving experience, and one made all the more poignant by the privilege of being there during the centenary year of the conflict. ‘Lest we forget’. Report and photographs: Brian Mackey, Assistant Director and Curator, October 2015.

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