ards and north down borough council · 2. environmental health - £99.3k adverse. a. payroll...

ARDS AND NORTH DOWN BOROUGH COUNCIL

12 June 2018 Dear Sir/Madam You are hereby invited to attend a meeting of the Community and Wellbeing Committee of the Ards and North Down Borough Council which will be held in the Council Chamber, 2 Church Street, Newtownards on Wednesday 20 June 2018 commencing at 7.00 pm. Tea, coffee and sandwiches will be available from 7.00 pm. Yours faithfully Stephen Reid Chief Executive Ards and North Down Borough Council

A G E N D A

1. Apologies

2. Declarations of Interest

3. Budgetary Control Report – March 2018 (Report attached)

4. Budgetary Control Report – April 2018 (Report attached)

5. Q4 Performance Report – Environmental Health, Protection and Development (Report attached)

6. Q4 Performance Report – Community and Culture (Report attached)

7. Ards and North Down Sports Forum (Report attached)

8. Rural Partners Basic Services Programme. Request for 5% match funding. St

Patrick’s GAC Portaferry, Player Injury Recovery Suite (Report attached)

9. Rural Partners Basic Services Programme. Request for 5% match funding Killinchy, Kilmood & Tulynakill Parish (Report attached)

10. Rural Partners Basic Services Programme. Request for 5% match funding

Lisbarnett & Lisbane Community Association (Report Attached)

11. Community Centres Utilisation Update (Report attached)

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12. Report on Notice of Motion concerning Burial Costs for Children (Report attached)

13. Ward Park Development Update (Report attached)

14. Affordable Warmth Scheme Performance 17/18 and Funding 18/19 (Report

attached)

15. Appointment of Public Analysts (Report attached)

16. Food Service Plan (Report attached)

17. Safe Food Conference (Report attached)

18. Safe Place Update (Report attached)

19. Peace IV Minutes dated 12 April 2018 (Report attached)

20. No Hate Here Campaign (Report attached)

21. Royal Wedding Fund (Report attached)

22. PCSP Annual Report (Report attached)

23. Good Relations Grant Funding 2018-19 (Report attached)

24. Arts Projects Grants (Report attached)

25. Approval for the Community Arts Development Officer to attend Beverly Puppet Festival on 13th – 15th July (Report attached)

26. Community Development Grants Working Group (Report attached)

27. Notices of Motion

27.1 Notice of Motion submitted by Councillor Douglas (Deferred from April 2018 meeting of the Committee)

This Council requests officers bring back a report detailing the feasibility of co-producing and maintaining an online community directory.

27.2 Notice of Motion submitted by Councillor Chambers

That Officers bring back a report on the current condition of Groomsport tennis courts and indicate any necessary maintenance that may be required to bring the courts to an acceptable standard.

27.3 Notice of Motion submitted by Councillor Martin

That this Council believes that in a mum's pregnancy both lives matter, the mother and unborn child. This commitment to the rights of both must be

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reflected in the support provided to mothers, the unborn child and their families throughout the pregnancy. This Council calls for the Department of Health to consider a Perinatal Hospice Care Facility or service in Northern Ireland to be established to provide the best medical and emotional support for those who are faced with the diagnosis of a severe life limiting condition.

ITEMS 28 - 37 - ***IN CONFIDENCE*** 28. Proposed new staff position for Leisure – Membership Service Advisor

(Report attached) 29. Aurora Facility Issues Update (Report attached) 30. 23 Railwayview Street, Bangor (Report attached) 31. Kilcooley Womens Centre (Report attached) 32. PCSP Private Meeting minutes 26.3.18 (Report attached) 33. Tender for the Provision of Fitness Equipment (Report attached) 34. Northern Community Leisure Trust – Quarter 4 Report (Report attached) 35. Report on Request from the Education Authority for acquisition of lands at

Ward Arras Park (Report attached) 36. Ards and North Down Greenways Network Project (Report attached) 37. Item Withdrawn

38. Any Other Notified Business

38.1. Status of Seahaven Lifestyle homes in relation to recent issues around Health

and Safety and site licencing

38.2 Ballymenoch Park

Circulated for Information (i) Copy correspondence dated 1.6.18 from Department for Health – Neonatal

Care

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MEMBERSHIP OF COMMUNITY AND WELLBEING COMMITTEE (18 MEMBERS)

Alderman Irvine Councillor Edmund

Alderman Smith Councillor Kennedy

Councillor Adair Councillor Martin

Councillor Boyle (Vice-Chairman) Councillor McAlpine

Councillor Brooks Councillor Menagh

Councillor Chambers Councillor Muir

Councillor Cooper Councillor Smart

Councillor Douglas Councillor Thompson

Councillor Dunne Councillor Woods (Chairman)

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ITEM 3

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Community & Wellbeing

Date of Meeting 20 June 2018

Responsible Director Director of Community and Wellbeing

Responsible Head of Service

Head of Finance

Date of Report 06 June 2018

File Reference FIN45

Legislation Section 5 Local Government Finance Act (NI) 2011

Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒

Subject Community & Wellbeing Budgetary Control Report – March 2018

Attachments None

This Community & Wellbeing Budgetary Control Report covers the 2017/18 financial year (1 April 2017 to 31 March 2018) and is set out on page 5. The net cost of services is showing an under spend of £297,064 (3.5%). The financial information is in draft form as, at time of writing, the 2017/18 financial year is still to be finalised. Explanation of Variance A Budgetary Control Report by Income and Expenditure for the Directorate is, also, shown on page 5 which analyses the overall favourable variance (£297,064) by expenditure (£1,191,545 favourable) and income (£894,482 adverse). However, if the net nil distorting effect on income and expenditure of Peace IV project payments is removed then the variance for expenditure is £355,182 favourable and income £58,119 adverse.

Community & Wellbeing

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Expenditure - £1,191.5k (8.7%) better than budget. This favourable variance is mainly made up of the following: -

1. Community & Wellbeing HQ - £20.9k adverse.

a. Consultancy costs are £9.7k adverse (V4 consultancy in connection with the potential outsourcing of the remainder of Leisure Services. This was not budgeted for).

b. Legal fees £11.4k adverse in respect of Holywood Rugby Club (legacy issue – not budgeted for).

2. Environmental Health - £99.3k adverse.

a. Payroll £27.6k adverse mainly due to final payments made to an employee who retired on ill health grounds at the end of April 2017.

b. NI Home Safety Database £29.8k adverse – following the sudden cessation of the provider of the NI Home Safety Database the Council organised the procurement of a new system on behalf of the 11 Councils. PHA provided 100% funding for this expenditure so this adverse variance is offset by additional grant funding – see 5b below.

c. Home Safety £41.6k adverse mainly due to the purchase of home safety equipment but this is largely offset by additional grant funding – see 5c below.

3. Community & Culture - £984.4k favourable. (£148.0k favourable after allowing for the net nil distorting effect on income and expenditure of Peace IV project payments).

a. Payroll £108.1k favourable mainly due to underspends in Community Development (£58.3k), Good Relations (£17.1k), Peace IV (£15.6k) and Arts Development (£9.6k) due to vacancies in these services during the year.

b. Peace IV grant payments are £836.4k under budget due to a delay in the project starting (SEUPB delayed approvals) but this is offset by a similar adverse variance on income – see 6a below.

c. Community Activity & Summer Programmes running costs are £23.4k under budget for the year.

d. There are underspends on Volunteer Support (£13.7k), Community Charter (£7.0k) and Community Good Practice (£6.0k). These programmes are now planned to commence in 2018/19.

e. The purchase of office furniture and equipment for the offices at Conway Buildings is £18.0k adverse for the year as this expenditure was not budgeted for. However, this is more than covered by the overall Service underspend.

4. Leisure & Amenities - £327.3k favourable.

a. Payroll is £74.2k adverse which is mainly due to overspends in Leisure (£197.4k) partially offset by underspends in Parks and Cemeteries (£49.3k), Community Halls/Centres (£31.1k) and Leisure Admin (£43.0k). The overspend in Leisure is mainly in Ards LC (£165.4k), Comber LC (£26.4k) and Londonderry Park (£29.6k). They have been

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caused by additional overtime, casuals and agency to cover staff shortages and essential shifts and severance costs.

b. Ards LC (£77.7k favourable), Comber LC (£4.8k adverse), Portaferry SC (£14.6k favourable) and Londonderry Park (£21.7k favourable) running costs (excluding payroll) are £109.2k under budget for the year. This has helped to mitigate the overspend on payroll costs.

c. Community Halls/Centres running costs (excluding payroll) are £19.4k under budget.

d. Parks and Cemeteries running costs (excluding payroll) are £122.0k adverse for the year. This is primarily due to the significant increased spend this year on tree maintenance as a result of storm damage and remedial works.

e. Whitespots Country Park is showing a favourable variance of £153.5k mainly due to an underspend of £146.9k on consultancy. This is now budgeted to be carried out in 2018/19. The large favourable variance is partially offset by reduced grant income– see 7c below

f. Aurora has a favourable variance of £100.9k. This is mainly due to the operating subsidy (£39.2k) and buildings maintenance costs (£20.0k) being less than budget. In addition, the budget set aside for potential additional pension costs in the event of Leisure being outsourced was not needed (£52.5k).

g. Everybody Active running costs are £13.6k favourable. This is partially offset by an adverse variance in income – see 7f below.

h. Other Leisure favourable variances include Ards Half Marathon £3.7k, 10k Road Race £14.2k (offset by similar reduction in income – see 7e below), Bangor Sportsplex £25.2k, Sports Pavilions £21.2k, Sports & Football Development £22.3k, Queens Hall £13.1k, Sports Development grants £14.4k and Countryside Management £10.1k.

Income - £894.5k (17.0%) worse than budget. This adverse variance is mainly made up of the following: -

5. Environmental Health - £66.5k favourable.

a. Affordable Warmth grant is £33.7k less than budgeted. Associated expenditure has been reduced to mitigate the impact of the reduction in grant.

b. PHA grant finding for NI Home Safety project £29.8k favourable. This offsets the adverse expenditure variance – see 2b above.

c. Home Safety grant is £33.6k better than expected as extra funding was received this year. This helps offset the increased expenditure -see 2c above.

d. Food Safety and Food Hygiene Rating income is £27.7k better than budget mainly due to additional funding received during the year.

e. Mind, Body & Business project income (£5.0k) is better than expected for the year.

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6. Community and Culture - £859.9k adverse. (£23.5k adverse after allowing for the net nil distorting effect on income and expenditure of Peace IV project payments).

a. Peace IV project grant income is £836.4k adverse but this is offset by a similar favourable variance on project spend – see 3b above.

b. Peace IV administration grant income is £50k under budget. This is due to the delay in the project starting as the amount of administration costs that can be claimed is linked to the amount of project payments made.

c. Arts & Heritage income is £15.2k better than budget for the year (Arts Summer Programme £6.4k; ND Museum £6.4k).

7. Leisure & Amenities - £101.1k adverse.

a. Ards LC £64.8k adverse (mainly momentum fitness and café and vending); Comber LC £33.8k adverse (mainly momentum fitness, tennis and membership), Portaferry Sports Centre £12.8k favourable and Londonderry Park £23.7k favourable.

The adverse variances for Ards and Comber have reduced from last month. Fitness membership direct debits are now up by over 550 members across the 3 Centres. This increase was secured from the beginning of August until the end of March and completely reverses the previous trend and market norms for that time of year. It is anticipated that with the continued recruitment and restructure drive this exceptional positive trend will continue in 2018. With an average income of approximately £24 (exc. VAT) per person per month this will result in a potential extra £144k of income over a 12-month period.

b. Community Halls/Centres income is £48.2k better than budget. This is mainly due to Donaghadee CC (£9.2k), Green Road CC (£8.7k), Alderman George Green CC (£9.7k) and Hamilton Road CC (£19.6k) being £47.2k better than budget.

c. Whitespots Country Park is £100.8k adverse mainly because the 2017/18 budget included £100k for grant funding towards consultancy costs. As the consultancy work was not carried out the grant was not received but the adverse variance is more than offset in the underspend in expenditure – see 4e above.

d. Cemeteries income is £53.2k better than budget.

e. Bangor 10k Road Race income is £12.5k adverse – offset by similar reduction in expenditure (see 4h above).

f. Everybody Active income is £13.0k adverse for the year but this is more than offset by the underspend in expenditure – see 4g above.

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RECOMMENDATION It is recommended that the Council notes this report.

Note Year to Date

Actual

Year to Date

Budget

Variance Annual

Budget

Variance

£ £ £ £ %


100 Community & Wellbeing HQ 221,225 200,300 20,925 200,300 10.4

110 Environmental Health 1,521,837 1,489,000 32,837 1,489,000 2.2

120 Community and Culture 1,660,526 1,785,100 (124,574) 1,785,100 7.0

130 Leisure and Amenities 4,810,248 5,036,500 (226,252) 5,036,500 4.5

Totals 8,213,836 8,510,900 (297,064) 8,510,900 3.5

BUDGETARY CONTROL REPORT

By Directorate and Service

Period 12 - March 2018 - DRAFT

Note Actual Budget Variance Actual Budget Variance

£ £ £


100 Community & Wellbeing HQ 221,225 200,300 20,925 - - -

110 Environmental Health 2,103,813 2,004,500 99,313 (581,976) (515,500) (66,476)

120 Community and Culture 2,811,857 3,796,300 (984,443) (1,151,331) (2,011,200) 859,869

130 Leisure and Amenities 7,447,360 7,774,700 (327,340) (2,637,112) (2,738,200) 101,088

Totals 12,584,255 13,775,800 (1,191,545) (4,370,418) (5,264,900) 894,482


By Income and Expenditure

Period 12 - March 2018 - DRAFT

Expenditure Income

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ITEM 4



Council/Committee Community & Wellbeing




Head of Finance


File Reference FIN45

Legislation Section 5 Local Government Finance Act (NI) 2011

Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒

Subject Community & Wellbeing Budgetary Control Report – April 2018

Attachments None

This Community & Wellbeing Budgetary Control Report covers the month of April 2018 and is set out on page 3. The net cost of services is showing an under spend of £74,512 (11.0%). Explanation of Variance A Budgetary Control Report by Income and Expenditure for the Directorate is, also, shown on page 3 which analyses the overall favourable variance (£74,512) by expenditure (£59,194 favourable) and income (£15,319 favourable).

Community & Wellbeing Expenditure - £59.2k (6.2%) better than budget to date. This favourable variance is mainly made up of the following: -

1. Environmental Health - £6.3k favourable. This is mainly explained by small underspends on payroll (£4.1k) and mileage (£3.6k).

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2. Community & Culture - £2.0k adverse. This adverse variance is mainly due to the purchase of office furniture and equipment for the offices at Conway Buildings which wasn’t budgeted for.


a. Payroll £45.1k favourable which is mainly due to underspends in

i. Parks and Cemeteries - £14.1k. 6 vacant posts in April which are in the process of being recruited and are expected to be filled by the end of June.

ii. Community Centres - £8.6k under budget to date.

iii. Leisure Admin - £4.7k. 2 vacant posts in April.

iv. Leisure - £17.7k. The Outdoor Recreation Officer post (£1.4k) and Playground Officer post (£1.4k) are currently vacant. There are, also, small underspends in Ards LC (£5.2k), Comber LC (£1.9k), Portaferry (£1.6k) and Sports Development (£2.2k).

b. Running costs (excluding payroll) for Ards LC (£3.4k), Comber LC (£2.9k), Portaferry SC (£0.4k) and Londonderry Park (£0.9k) (excluding payroll) are £7.6k under budget to date.

Income - £15.3k (5.4%) better than budget to date. This favourable variance is mainly made up of the following: -

4. Community and Culture - £4.7k favourable. This is made up of a number of small favourable variances North Down Museum (£1.9k), Arts Centre (£1.4k) and Community Development Activity Programmes (£0.7k).


a. Cemeteries income is £5.4k better than budget to date.

b. Income at the Leisure Centres (Ards LC £1.9k, Comber LC £3.8k, Portaferry SC £1.0k) and Londonderry Park (£0.3k) is £7.0k better than budget.

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Note Year to Date

Actual

Year to Date

Budget

Variance Annual

Budget

Variance

£ £ £ £ %


100 Community & Wellbeing HQ 11,929 12,100 (171) 160,500 1.4

110 Environmental Health 119,565 126,500 (6,935) 1,723,700 5.5

120 Community and Culture 163,539 166,300 (2,761) 1,937,800 1.7

130 Leisure and Amenities 307,555 372,200 (64,645) 5,677,400 17.4

Totals 602,588 677,100 (74,512) 9,499,400 11.0


By Directorate and Service

Period 1 - April 2018

Note Actual Budget Variance Actual Budget Variance

£ £ £


100 Community & Wellbeing HQ 11,929 12,100 (171) - - -

110 Environmental Health 155,600 161,900 (6,300) (36,035) (35,400) (635)

120 Community and Culture 192,167 190,200 1,967 (28,628) (23,900) (4,728)

130 Leisure and Amenities 539,611 594,300 (54,689) (232,055) (222,100) (9,955)

Totals 899,306 958,500 (59,194) (296,719) (281,400) (15,319)


By Income and Expenditure

Period 1 - April 2018

Expenditure Income

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ITEM 5



Council/Committee Community and Wellbeing


Responsible Director Community and Wellbeing


Head of Environmental Health Protection and Development.


File Reference CW22

Legislation N/A

Section 75 Compliant Yes ☐ No ☐ Other ☐

If other, please add comment below:

Subject Q4 Performance Report

Attachments N/A

Context Members will be aware that Council is required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlines the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years

• Corporate Plan – published every 4 years (2015-2019 plan in operation)

• Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017)

• Service Plan – developed annually (approved April 2017) The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service

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Plans outline how each respective Service will contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP. Reporting approach The Service Plans will be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month

Quarter 1 (Q1) April – June September

Q2 July – September December

Q3 October – December March

Q4 January - March June

The report for the first Quarter of 2017/18 is attached. Key points to note:

• The EH compliance strategy for new businesses still requires some work in cooperation with Economic Development colleagues.

Key achievements:

• Compliance with targets in relation to high risk premises in the borough and those who are compelled to have ratings published in relation to the Food Hygiene Rating Scheme

Emerging issues:

• The responsibility of regulating Houses in Multiple Occupation (HMO’s) will pass from the NIHE to Councils in April 2019. Some work in preparation is required in 2018. The EU exit requires that the Council will be compelled to do extra work to ensure that EU approved food businesses are ready for whatever regime replaces the current approvals process. Funding streams in relation to the Affordable Warmth project from the DfC are currently undergoing review.

Action to be taken:

• HMO preparation is ongoing with a software procurement exercise for councils being led by Belfast CC. The EHP&D department is working with EU approved premises to ensure compliance moving forward on behalf of the Council. This work is to be audited by the food standards agency in the 3rd or 4th quarter of 2018/19


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Quarterly Performance Report - Environmental Health, Protection and Development

Generated on: 06 June 2018

Last Update Q4 2017/18 Performance Data Traffic Light Icon

PI Short Name Performance Data

Current Value

Performance Data

Current Target

% spend against budget 102.2% 100%



Current Value

Performance Data

Current Target

% of quarterly targets achieved as determined by Service Level Agreements 100% 100%

No of external initiatives to improve health and wellbeing to the public 14 12

% staff attendance 93.92% 95%

% service requests responded to within 2 working days 94% 91%

No. of days taken to issue formal Certificate of Fitness/Notice or Refusal decision on property fitness

(within 60 days)

78% 90%

2.5 Per 1000 population sample rate 138 105

% of food businesses with a Food Hygiene Rating <3 improving to a Rating of at least 3 at the time of re-

inspection

86% 70%

% of comments made within 15 working days 91% 90%

Last Update 2017/18

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Performance Data Traffic Light Icon


Current Value

Performance Data

Current Target

% of Affordable Warmth surveys passed to NIHE as determined by SLA 100% 90%

% employees participating in at least 1 event 23% 20%

Number of Environmental Health Services operating mobile working 25% 75%

% of High Risk premises inspected 96% 95%

% of High Risk Food premises inspected 100% 100%

% of food businesses to which the FHRS applies to achieve a statutory rating 100% 100%

Date of completion of EH compliance strategy for new business 30-Sep-2017

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ITEM 6







Head of Community and Culture


File Reference CW22

Legislation Recreation and Youth Services Order (NI) 1986

Section 75 Compliant Yes x☐ No ☐ Other ☐


Subject Q4 Performance Report Year End (2017-2018)

Attachments Community and Culture Performance Report

Context Members will be aware that Council is required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlines the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years

• Corporate Plan – published every 4 years (2015-2019 plan in operation)

• Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017)

• Service Plan – developed annually (approved April 2017) The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service

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Plans outline how each respective Service will contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP. Reporting approach The Service Plans will be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month

Quarter 1 (Q1) April – June September

Q2 July – September December

Q3 October – December March

Q4 January - March June

The report for the 2017/18 year end is attached. Key points to note:

• A staff satisfaction survey was not carried out within the service, as staff had been involved in the Employee Engagement Surveys required for IIP

• Volunteer surveys were not carried out.

Key achievements:

• The majority of Performance Indicators were exceeded.

• Staff attendance levels exceeded the 95% target set.

• Footfall to the Arts Centre, the Museum and attendance at associated Arts and Heritage Programme exceeded expectations

Emerging issues:

• Spend against budget was slightly lower than expected, due to a few posts being vacant

Action to be taken:

• Spend against budget will be monitored on an ongoing basis


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Quarterly Performance Report - Community and Culture

Generated on: 11 June 2018



Current Value

Performance Data

Current Target

No of individuals participating in Community based programmes 2,937 875

Increase the no. of groups availing of Good Relations support 143 47

% spend against budget 93.01% 100%

% staff attendance 97.6% 95%

Footfall to North Down Museum, Ards Arts Centre and associated Arts and Heritage Programmes 318,029 120,000

Last Update H2 2017/18 Performance Data Traffic Light Icon


Current Value

Performance Data

Current Target

No of active volunteers 16 40

No of activities for volunteers 5 3

Increase the number of direct engagements with key influencers 84 76

% of respondents who feel arts programmes increase their pride in the Borough 100% 100%

Last Update 2017/18

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Performance Data Traffic Light Icon


Current Value

Performance Data

Current Target

No of grant workshops delivered 27 10

No of CV groups participating in PEACE IV programmes 56 50

% of volunteers who feel they have benefitted from the initiative 0% 80%

Decrease the number of formal grant appeals 2 1

% staff satisfaction 0% 75%

% of respondents who are satisfied with services provided 98% 80%

% of internal audit reports satisfactory or above 100% 100%

No of formal and informal partnetship supported by Community and Culture 60 48

Increase the number of respondents who feel safe in the Borough 70.2% 65%

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ITEM 7







Head of Leisure and Amenities


File Reference SD109

Legislation Recreation and Youth services Order (1986)

Section 75 Compliant Yes ☒ No ☐ Other ☐


Subject Ards and North Down Sports Forum

Attachments Appendix 1 - Sports Forum Applications for Noting and Approving May 2018

Appendix 2 - Unsuccessful Sports Forum Grants May 2018

Members will be aware that on the 26th August 2015 Council delegated authority to the Ards and North Down Sports Forum Borough, in order to allow it to administer sports grants funding on behalf of the Council. £25,000 had been allocated within the 2018/2019 revenue budget for this purpose. The Council further authorised the Forum under delegated powers to award grants of up to £250. Grants above £250 still require Council approval. In addition, the Council requested that regular updates are reported to members. During May 2018, the Forum received a total of 47 grant applications; 35 of which were for Travel and Accommodation, 4 of which were for Equipment, 2 of which were for Events, 1 of which was for coaching and we also had 5 Gold Card Application, and 1 appeal application which was successful. A summary of the applications are detailed in the attached Appendix 1 May 2018.

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A total of 6 of the applications failed to meet the specified criteria. The reasons for the unsuccessful applications are detailed on the attached Appendix 2, Unsuccessful Sports Forum Grants May 2018. For information, the annual budget and spend to date on grant categories is as follows:

May 2018 Annual Budget Funding Awarded May 2018

Remaining Budget

Travel and Accommodation* £12,000 £3,380 £7572.76

Coaching* £2,500 £300 £2,200

Equipment * £5,000 £1999.62 £1564.49

Events* £3,000 £2,272 -£1,334

Seeding £500 0 £500

Anniversary £1,000 0 £1,000

Discretionary £1,000 0 £1,000

Gold Cards Issued during the period May 2018 is 3

* The proposed remaining budget for Travel & Accommodation of £7572.76 is based

on a proposed award of £3,380 with reclaimed costs of £2.76 and withdrawn costs of

£100 as listed in Appendix 1(A). The proposed remaining budget for Coaching of

£2,200 is based on a proposed award of £300 as listed in Appendix 1(C). The

proposed remaining budget for Equipment of £3,564.11 is based on a proposed award

of £1,435.89 as listed in Appendix 1(B). The proposed remaining budget for Events of

-£1,334 is based on a proposed award of £2,272 as listed in Appendix 1(D).

RECOMMENDATION It is recommended that Council approves the attached applications for financial assistance for sporting purposes valued at above £250, and that the applications approved by the forum (valued at below £250) are noted.

Appendix 1 – May 2018 (A)Traveling and Accommodation (for noting)

Name Type of Grant Representing Sport Competition Location Date(s) of Competition

Amount Recommended

Taylor Rollo Travel/Accommodation N. I Gymnastics 5th BG NDP Regional Competition

Birmingham 15th-17th June 2018

£100

Emma McAuley Travel/Accommodation N. I Trampolining

5th BG NDP Regional Competition


£100

Emma Douglas Travel/Accommodation N. I Gymnastics 5th BG NDP Regional Competition


£100

Stephen Dornan Travel/Accommodation N. I Gymnastics 5th BG NDP Regional Competition


£100

Ruth Perioli Travel/Accommodation N. I Athletics Birmingham 10K Birmingham 6th May 2018 £100

Andrew Creane Travel/Accommodation Ireland Inline Hockey 2018 World Championships

Roanna, Italy 19th-29th July 2018

£120

Reuben Aiken Travel/Accommodation Ireland Mountaineering UK Grand Final Edinburgh, Scotland

28th April 2018 £100

Tilly Nield Travel/Accommodation N. I Mounted Games

Royal Windsor Horse Show

Windsor – England

8th – 13th May 2018

£100

Codi Fisher Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Molly McKibbin Travel/Accommodation N. I Taekwondo ITF European championship

Estonia 23-30th April 2018 £120

Patrick Crookshanks

Travel/Accommodation Ulster Hockey U17 vs England England 5th-7th May 2018 £100

Ashleigh McVea Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Appendix 1 – May 2018

Josh McVea Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Hannah Dadley Young

Travel/Accommodation N. I Sailing Twiname Junior Championships

England 5th – 7th May 2018 £100

Abbey Wallace Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Harry Stewart Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Mollie McAlorum

Travel/Accommodation Club – Leander Swimming Club

Swimming 2018 Irish Summer National Championships

Dublin, Ireland 25-29 July 2018 See Appendix 2

Luke Stirling Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Ryan Stirling Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Georgia Pollock Travel/Accommodation N. I Gymnastics British NDP Acro Gymnastic Championships

Manchester

19th – 20th May 2018

£100

William Gilchrist Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Stephen Hamill Travel/Accommodation Ulster Hockey Lilleshall 2018 Tournament

England 5th-7th May 2018 £100

Lucas McCullough

Travel/Accommodation N. I Taekwondo UKTC Championships League

Glasgow, Scotland

6th May 2018 £100

Katie Smith Travel/Accommodation N. I Mounted Games


Windsor Castle, England

7th – 13th May 2018

£100


Debbie Matchett

Travel/Accommodation N. I Athletics Birmingham – Masters 10K

Birmingham 6th May 2018 £100

Lauren McGlennon

Travel/Accommodation N. I Mounted Games


Windsor – England

8th – 13th May 2018

£100

Portavogie Rangers Youth

Travel/Accommodation Team Football Sport Tours 2018 Manchester, England

4th – 7th May 2018 See appendix 2

Anna Gillespie Travel/Accommodation Ulster Hockey U16 Elite Cup Den Bosch, Netherlands

19th – 21st May 18 £120

Tori Connolly Travel/Accommodation N. I Gymnastics British NDP Acro Gymnastic

Championship

Stoke on Trent 19th and 20th May 18

£100

Jessica Glover Travel/Accommodation N. I Gymnastics British NDP Acro Gymnastic

Championship


£100

Hollie Aiken Travel/Accommodation N. I Gymnastics British NDP Acro Gymnastic

Championship


£100

Patrick Tweedie Travel/Accommodation N. I Gymnastics British NDP Regional Team Final

Birmingham 15th-17th June 18 £100

Louise Savage Travel/Accommodation N. I Gymnastics British NDP Acro Gymnastic

Championship


£100

Jared Martin Travel/Accommodation N. I Running U18 Int. Mountain Running Cup

Lanzada, Ital 14th-7th June 2018 £120

Erin Branigan Travel/Accommodation N. I Gymnastics British NDP Acro Gymnastic

Championship


£100


A) Withdrawn Travel/Accommodation costs (for noting)


Amount Awarded

Amount reclaimed

Reason Reclaimed

Andrew Bailie

Travel/Accommodation Northern Ireland

Pool European Championships

England 9th-14th March 2018

£100 £100 Receipts not returned

A) Reclaimed Travel/Accommodation costs (for noting)


Amount Awarded

Amount reclaimed

Reason Reclaimed

Faith Blainey

Travel/Accommodation Ireland Mountaineering Youth Climbing Series

Scotland 28th April 2018 £51.26 £2.76 Valid receipts returned for only £48.50

Appendix 1 – May 2018 (B) Equipment costs (for approval)

Club Type of Grant Description of Project Funding Description Amount Requested Amount Recommended

Ballyholme Bowling Club

Equipment Equipment to help host events and for training

6 Score boards: £600 8 Rink Markers: £52 6 Bowls Gathers: £360

£1,000 £1,000

Comber Boxing Club Equipment Equipment to enhance physical literacy for juniors, develop new sections, for training and for high performance.

Stretch Hand Wraps x27 Boxing Gloves x 2 Sparring Gloves x 6 Headgear x 4

£999.62 £999.62

Donaghadee Football Club

Equipment Equipment for Training Purposes Agility Poles: £80 Passing Arcs: £100 Soccer Tennis: £90 Precision Head Trainer: £140 Goal nets: £225 Mannequin set: £390 Mannequin bases: £90

£1,115 See Appendix 2

(B) Equipment costs (for noting)

Club Type of Grant Description of Project Funding Description Amount Requested Amount Recommended

Donaghadee Cricket Club

Equipment Mobile Cricket Net Mobile Cricket Net £899 £899 See Appendix 2

Appendix 1 – May 2018 (C) Coaching Grants (for approval)

Club Type of Grant Coaching Course Number of Participants

Date of Event(s) Cost to Club/Individual

Amount Recommended

Ards Swimming Club Coaching Level 1 Coaching Qualifications x3

3 4-6th April 2018 £999 £300 (Maximum Award)

(D) Event Grants (for approval)

Club Type of Grant

Description of Project Number of participants

Funding Description Dates of Event(s)

Amount Requested

Amount Recommended

North Down Cricket Club

Event 1st Class Cricket Match. The cricket Club have been advised by their National Governing Body that specific work is required to host this event.

1000 Hospitality Lunch for Counsellors: £400

Ground Costs: £1,000

29th – 31st

May 2018

£1,400

£1,000 (Maximum

Award)

North Down Hockey Club

Event Youth Summer Scheme 80-100 children

Pitch Hire: £1,122 23rd – 27th July 10am-12pm

6th – 10th August 10am –

1230pm 23rd, 25th July

7-9pm 6th and 8th

August 7-9pm

£1,122 £1,000 (Maximum

Award)


(D) Event Grants (for approval) - Continued

Club Type of Grant

Description of Project Number of participants

Funding Description Dates of Event(s)

Amount Requested

Amount Recommended

North Down Hockey Club

(Appeal)

Event Funding towards the cost of pitch hire towards

annual Easter Tournament

100-120 This application was an appeal from an application submitted in the March 2018 report that was unsuccessful. Following the appeal, the application is now deemed successful by the Appeals panel.

31st March 2018

£272 £272

Gold Card Grants (for approval)

(No cost to Council or Northern Community Leisure Trust to provide access to facilities)


Name Type of Grant

Training Venue

Representing Competition Location Date(s) of Competition

Recommended

Andrew Creane Gold Card Ards Leisure Centre and Aurora

Ireland, Inline Hockey

World Skate Championships

Roana, Italy

19th-29th July

18

Yes – Until 19th July 2018.

Logan Black Gold Card Aurora N. I and Ireland Scottish National Thistle Cup

Aberdeen , Scotland

17th – 20th May 2018

See Appendix 2

Mollie McAlorum Gold Card Aurora Ulster 2018 Irish Summer National Championships

Dublin, Ireland

25 – 29 July 2018

See Appendix 2

Jared Martin Gold Card Ards Leisure Centre

N. Ireland UK Inter Counties Championship

England 29th June – 1st July 2018

Yes – 29th June 2018

Luke Wallace (Extension)

Gold Card Comber Leisure Centre

N. Ireland Junior Commonwealth Games

England 28th July

2018

Yes – 28th July 2018


Unsuccessful Sports Forum Applications May 2018

During May 2018, 6 applications submitted failed to meet the specified criteria.

1. Molly McAlorum – Requested Travel/Accommodation assistance for trip to Dublin for the 2018 Irish Summer National Championships on the 25th – 29th July 2018. Unfortunately, the application failed to meet the specified criteria for an individual application as a selection letter from Governing Body was not provided. Molly also outlined that she will be representing her Club at this event. It was recommended that Molly reapplies on a club application.

2. Portavogie Rangers Youth FC – Requested a Travel/Accommodation Grant for a trip to Manchester, England on the 4th7th May 2018. Unfortunately, the application failed to meet the specified criteria for a club application as they did not provide evidence of course entry, CASC/Charity or exempt status and they have not reaffiliated for 2018/19.

3. Donaghadee Cricket Club - Requested funding for a Mobile Cricket Net (£899). Their original application was unsuccessful as they had not been affiliated for 3 months prior to requesting funding and so it was recommended that they reapply once their 3-month waiting period was complete. They also were asked to provide proof of Charity/CASC or exemption, up to date public liability and they would need to reaffiliate for the 2018/19 year. Unfortunately, Donaghadee Cricket Club have not returned this essential documentation and have not yet reaffiliated to the Forum. It is therefore recommended not to award funding.

4. Donaghadee Football Club – Applied for financial assistance for an equipment grant for Agility Poles, Passing Arcs, Soccer Tennis set, Precision Head Trainer, Goal nets and a Mannequin Set for training purposes. However, this application failed to provide essential documentation. They did not provide their Safeguarding Children and/or Vulnerable Adult Policy, Clubmark Status or proof of Charity/CASC or Exemption Status. Recommend not to fund on this occasion but recommended that the club can reapply with correct supporting evidence.

5. Logan Black – Applied for a Gold Card to aid training for attending the Thistle Cup in Aberdeen, Scotland on the 17 th May 2018. Unfortunately, this application did not meet the criteria as there was no selection letter provided by Swim Ulster/Swim Ireland and the event has already passed.


6. Mollie McAlorum - Requested a Gold Card to aid training for a trip to Dublin for the 2018 Irish Summer National Championships on the 25th – 29th July 2018. Unfortunately, the application failed to meet the specified criteria a selection letter from relevant SNI recognised Governing Body on official GB headed paper or official GB email statement was not provided.

Unclassified

Page 1 of 2

ITEM 8









File Reference CW71

Legislation N/A



Subject Rural Partners Basic Services Programme. Request for 5% match funding. St Patrick's GAC Portaferry, Player Injury Recovery Suite.

Attachments Expressions of Interest form

Ards and North Down Rural Partnership, Rural Development Basic Services Scheme recently opened for full applications from applicants who had submitted an Expression of Interest form earlier this year. This funding will potentially support technical and capital investments which will provide access to basic services or improvements in social infrastructure which are an integral part of the Council Community Plan and its emerging priorities. The Partnership will offer successful applicants a grant of up to 75% (max £5,000 towards technical applications and max of £200,000 towards capital applications) towards their project. Council have agreed to support 5% of the remainder, with groups expected to contribute the final 20% by other means, with at least 5% coming directly from the applicant group.

Unclassified

Page 2 of 2

The value of the Basic Services scheme is £897,750, which means that once the all the funding has been allocated, community projects to the value of £1,196,666.60 of eligible project costs will have been implemented in the Borough. Council has agreed to contribute a maximum of £59,833.33 across all successful projects. Interested groups who submitted an Expression of Interest form will be advised by the Partnership if their project is eligible in principle or not to progress to the formal application stage. Those applicants whose projects have been deemed eligible in principle have been advised of the need to contact relevant Council Officers in order to seek confirmation of the Councils 5% financial contribution. Council must decide on whether it supports the applicant’s proposed project and provide a letter of support for its 5% contribution, on a project by project basis. The final decision on whether or not to award the Basic Services grant rests with the Ards and North Down Rural Partnership, and the 5% letter of match funding support from the Council is one of the essential criteria for any award. This report relates to the development of a proposed Player Injury Recovery Suite on St Patrick’s GAC club premises. The applicant discussed the proposal with the Director, Head of Leisure Services and Service Unit Manager for Leisure. It is anticipated that the level of investment required from Council would be 5% of £30,000; £1500 towards the construction of a player injury recovery suite as detailed in appendix 2. Note: these are indicative figures as the final procurement exercise has not yet been undertaken.

RECOMMENDATION It is recommended that Council approves a contribution of 5% of the proposed feasibility study up to a maximum of £2,500 (to allow for change following procurement) on the condition that the project is deemed eligible and is successfully awarded grant aid by Ards and North Down Rural Partnership.

Expression of Interest FormRural Basic Services Scheme

1Fill in next page overleaf

Applicant Details 1

1

Name

Community Group / Social Economy / Local Authority / Organisation name (if applicable)

Project address (if different to the above)

Notes:• ThisformisanExpressionofInterestforfundingfromthe

NIRDP2014-2020anddoesNOTconstituteanapplication for funding.

• Theinformationprovidedinthisformwillbeusedtoadvisetheapplicant if they should:

A.Continuewiththeapplicationprocess B. Further develop the project idea C. Apply to a more appropriate funding body

E-mail Website

Phone number Mobile number

Address (including postcode)

• IfyourprojectmeetsthegeneraleligibilitycriteriaforfundingunderNIRDPyouwillberequestedtocompletetheofficialapplicationform,whichwillbeusedasthebasisuponwhichyourprojectwillbeassessed.

• ThesubmissionofanExpressionofInterestformand/ortheapplicationformforNIRDPassistancemaynotbetakenasanindicationthattheprojectwillbeawardedgrant aid.

ALL PROJECT DETAILS AND INFORMATION WILL BE TREATED WITH THE STRICTEST OF CONFIDENCE.



2 What is the current status of your organisation : e.g. limited company, not for profit

Titleofproject

OutlinehowyourprojectrelatestothemainthemeofInnovativeServicedelivery

Briefly describe your project

Project Details3

Willtheprojectcreatenewjobsormaintainexistingjobsintheruraleconomy?

IfYes,pleaseprovidedetailsincludingthenumberofjobscreatedandthenumberof jobs sustained.

Yes No



Whatistobepurchasedwiththegrantaid?

Items for which funding is sought Total cost (£) Eligibility (Y/N)Office use only

Howlongwillittaketocompleteyourproposedproject?

(Note:AllprojectsmustbefinanciallysupportedbytheLocalAuthoritywithaminimum5%financialcontributionoftheRDPgranttowardsthe project costs)

Totalcostofproject Amountofgrantaidrequested

months



Please tick the intended sources of finance for your project and list amounts

4 Application Pre-requisites

Thefollowingarepre-requisitesatthetimeofapplication. Pleaseindicateyourcurrent position as an indication of your readiness to proceed to full application:

In place/ secured

Not in place/to be applied for

N/A

Business project plan completed on agreed template

Evidence of full planning permission in place(Ifapplicable)

Written evidence of source of match funding

Evidenceofprojectcostsviaquotations/tenders

Grant aid

Loan from financial institution

Own revenue Amount

Funding Source

Other grant source etc. Amount

Funding Source

Funding Source

Amount

Funding Source

Amount



5 Hasyourbusiness/groupreceivedgrantaidwithinthelastthreeyears?

Yes No

HaveyoudiscussedyourprojectwithanArdsandNorthDownBoroughCouncilmemberofstaff?

Yes No

Funding body Date awarded Amount of grant awarded

Ifyes,pleasegivedetailstoincludedates,amountsandsources

Ifyes,who?’


6

6 DeclarationIdeclarethattheinformationgivenistrueandcorrecttothebestofmyknowledge

Signature Date

/ /

Please send completed forms to:

RuralPartnersArdsandNorthDownArdsandNorthDownBoroughCouncilTheSignalCentre,2InnotecDriveBallooRoad,BangorBT197PD

(028)[email protected] www.ruralpartnersand.co.uk

ArdsandNorthDownBoroughCouncilvaluesyourrighttopersonalprivacy.WeatalltimesseektocomplywiththeDataProtectionPrinciples,ensuringthatinformationiscollectedfairlyandlawfully,isaccurate,adequate,uptodateandnotheldanylongerthannecessary.Ifyourpersonaldataneedstobeusedforpurposesotherthanthosementioned,wewillcontactyoutoseekyourconsent.Youhavetherighttoseeinformationheldaboutyou,withafewexceptionsallowedforintheDataProtectionAct1998.Ifyouwishtoseeanypersonalinformationheldonyou,pleaseputyourrequestinwriting,statingclearlywhoyouareandwhatinformationyouwouldliketosee,tothisaddress:ComplianceManager,ArdsandNorthDownBoroughCouncil,TownHall,TheCastle,Bangor,CountyDown,BT204BT

FOR OFFICE uSE ONLY

/ /

DateReceived Ref.No Scheme

Unclassified

Page 1 of 2

ITEM 9









File Reference CW 71

Legislation N/A



Subject Rural Partners Basic Services Programme. Request for 5% match funding. Killinchy, Kilmood & Tullynakill Parish.



Unclassified

Page 2 of 2

The value of the Basic Services scheme is £897,750, which means that once the all the funding has been allocated, community projects to the value of £1,196,666.60 of eligible project costs will have been implemented in the Borough. Council has agreed to contribute a maximum of £59,833.33 across all successful projects. Interested groups who submitted an Expression of Interest form will be advised by the Partnership if their project is eligible in principle or not to progress to the formal application stage. Those applicants whose projects have been deemed eligible in principle have been advised of the need to contact relevant Council Officers in order to seek confirmation of the Councils 5% financial contribution. Council must decide on whether it supports the applicant’s proposed project and provide a letter of support for its 5% contribution, on a project by project basis. The final decision on whether or not to award the Basic Services grant rests with the Ards and North Down Rural Partnership, and the 5% letter of match funding support from the Council is one of the essential criteria for any award. This report relates to the development of a proposed extension to a room to create a multi-purpose halls of size 650sq ft, which will be used for the primary benefit of increasing the level of community services available for those living in Killinchy. The applicant discussed the proposal with the Head of Community and Culture. It is anticipated that the level of investment required from Council would be 5% of the total project cost £120,000; £6000 towards the proposed extension, appendix 1. Note: these are indicative figures as the final procurement exercise has not yet been undertaken.

RECOMMENDATION It is recommended that Council approves a contribution of 5% of the proposed extension (to allow for change following procurement) on the condition that the project is deemed eligible and is successfully awarded grant aid by Ards and North Down Rural Partnership.



Applicant Details 1

1

Name

Community Group / Social Economy / Local Authority / Organisation name (if applicable)

Project address (if different to the above)

Notes:• ThisformisanExpressionofInterestforfundingfromthe

NIRDP2014-2020anddoesNOTconstituteanapplication for funding.

• Theinformationprovidedinthisformwillbeusedtoadvisetheapplicant if they should:

A.Continuewiththeapplicationprocess B. Further develop the project idea C. Apply to a more appropriate funding body

E-mail Website

Phone number Mobile number

Address (including postcode)

• IfyourprojectmeetsthegeneraleligibilitycriteriaforfundingunderNIRDPyouwillberequestedtocompletetheofficialapplicationform,whichwillbeusedasthebasisuponwhichyourprojectwillbeassessed.

• ThesubmissionofanExpressionofInterestformand/ortheapplicationformforNIRDPassistancemaynotbetakenasanindicationthattheprojectwillbeawardedgrant aid.

ALL PROJECT DETAILS AND INFORMATION WILL BE TREATED WITH THE STRICTEST OF CONFIDENCE.



2 What is the current status of your organisation : e.g. limited company, not for profit

Titleofproject

OutlinehowyourprojectrelatestothemainthemeofInnovativeServicedelivery

Briefly describe your project

Project Details3

Willtheprojectcreatenewjobsormaintainexistingjobsintheruraleconomy?

IfYes,pleaseprovidedetailsincludingthenumberofjobscreatedandthenumberof jobs sustained.

Yes No



Whatistobepurchasedwiththegrantaid?

Items for which funding is sought Total cost (£) Eligibility (Y/N)Office use only

Howlongwillittaketocompleteyourproposedproject?

(Note:AllprojectsmustbefinanciallysupportedbytheLocalAuthoritywithaminimum5%financialcontributionoftheRDPgranttowardsthe project costs)

Totalcostofproject Amountofgrantaidrequested

months



Please tick the intended sources of finance for your project and list amounts

4 Application Pre-requisites

Thefollowingarepre-requisitesatthetimeofapplication. Pleaseindicateyourcurrent position as an indication of your readiness to proceed to full application:

In place/ secured

Not in place/to be applied for

N/A

Business project plan completed on agreed template

Evidence of full planning permission in place(Ifapplicable)

Written evidence of source of match funding

Evidenceofprojectcostsviaquotations/tenders

Grant aid

Loan from financial institution

Own revenue Amount

Funding Source

Other grant source etc. Amount

Funding Source

Funding Source

Amount

Funding Source

Amount



5 Hasyourbusiness/groupreceivedgrantaidwithinthelastthreeyears?

Yes No

HaveyoudiscussedyourprojectwithanArdsandNorthDownBoroughCouncilmemberofstaff?

Yes No

Funding body Date awarded Amount of grant awarded

Ifyes,pleasegivedetailstoincludedates,amountsandsources

Ifyes,who?’


6

6 DeclarationIdeclarethattheinformationgivenistrueandcorrecttothebestofmyknowledge

Signature Date

/ /

Please send completed forms to:

RuralPartnersArdsandNorthDownArdsandNorthDownBoroughCouncilTheSignalCentre,2InnotecDriveBallooRoad,BangorBT197PD

(028)[email protected] www.ruralpartnersand.co.uk

ArdsandNorthDownBoroughCouncilvaluesyourrighttopersonalprivacy.WeatalltimesseektocomplywiththeDataProtectionPrinciples,ensuringthatinformationiscollectedfairlyandlawfully,isaccurate,adequate,uptodateandnotheldanylongerthannecessary.Ifyourpersonaldataneedstobeusedforpurposesotherthanthosementioned,wewillcontactyoutoseekyourconsent.Youhavetherighttoseeinformationheldaboutyou,withafewexceptionsallowedforintheDataProtectionAct1998.Ifyouwishtoseeanypersonalinformationheldonyou,pleaseputyourrequestinwriting,statingclearlywhoyouareandwhatinformationyouwouldliketosee,tothisaddress:ComplianceManager,ArdsandNorthDownBoroughCouncil,TownHall,TheCastle,Bangor,CountyDown,BT204BT

FOR OFFICE uSE ONLY

/ /

DateReceived Ref.No Scheme

Unclassified

Page 1 of 2

ITEM 10









File Reference CW 71

Legislation N/A



Subject Rural Partners Basic Services Programme. Request for 5% match funding. Lisbarnett & Lisbane Community Association



Unclassified

Page 2 of 2

The value of the Basic Services scheme is £897,750, which means that once the all the funding has been allocated, community projects to the value of £1,196,666.60 of eligible project costs will have been implemented in the Borough. Council has agreed to contribute a maximum of £59,833.33 across all successful projects. Interested groups who submitted an Expression of Interest form will be advised by the Partnership if their project is eligible in principle or not to progress to the formal application stage. Those applicants whose projects have been deemed eligible in principle have been advised of the need to contact relevant Council Officers in order to seek confirmation of the Councils 5% financial contribution. Council must decide on whether it supports the applicant’s proposed project and provide a letter of support for its 5% contribution, on a project by project basis. The final decision on whether or not to award the Basic Services grant rests with the Ards and North Down Rural Partnership, and the 5% letter of match funding support from the Council is one of the essential criteria for any award. This report relates to a feasibility study to identify how the group develop and sustain their services within the community, with particular emphasis on how to expand the existing Community Centre buildings to meet present and future demands. The applicant discussed the proposal with the Head of Community and Culture. It is anticipated that the level of investment required from Council would be 5% of the total project cost £6650; £332.50 towards the proposed feasibility study, appendix 1.

RECOMMENDATION It is recommended that Council approves a contribution of 5% of the proposed feasibility study on the condition that the project is deemed eligible and is successfully awarded grant aid by Ards and North Down Rural Partnership.

Unclassified

Page 1 of 1

ITEM 11









File Reference CW66

Legislation N/A

Section 75 Compliant Yes ☐ No ☐ Other ☒


Not Applicable

Subject Community Centres Utilisation Update

Attachments % total utilisation figures Jan 2018- Mar 2018

It was agreed that a report producing percentage utilisation be presented to Council on a quarterly basis. The report attached shows the total number of hours in which there was at least one booking in each Community Centre during the period January- March 2018. There is also a comparison for each hall with the usage for the same period in 2017. On average the usage of the halls is down by 1.64% across the quarter. The usage figures for March are lower than last year which is due to Easter falling early this year. This resulted in some of the school holidays beginning on the 23rd of March and many of the regular user groups would have stopped their bookings over the period. The usage figures for January 2018 are higher than last year due to Kilcooley Community Centre being closed for maintenance for the majority of January 2017. Portavogie Community Centre was also closed for three days for maintenance in January 2018.

RECOMMENDATION

It is recommended that Council notes this report.

Total Available Hours Per Site 405

% Booked

2017

% Booked

2018

% Booked

2017

% Booked

2018

% Booked

2017

% Booked

2018Ballygowan Village Hall 16.42% 24.69% 16.42% 21.73% 21.48% 22.22%Carrowdore Community Centre 15.68% 19.01% 19.01% 20.00% 24.69% 18.52%Comber Adult Learning Centre 8.89% 6.79% 8.40% 6.17% 10.49% 8.77%Donaghadee Community Centre 36.67% 49.01% 48.27% 46.54% 58.40% 45.68%Glen Community Centre 17.04% 23.21% 24.57% 23.09% 30.86% 22.10%Kircubbin Community Centre 22.84% 26.17% 21.73% 26.17% 28.40% 20.49%Manor Court Community Centre 29.88% 27.90% 32.22% 22.47% 37.41% 26.54%Portaferry Market House 3.83% 18.89% 7.16% 13.83% 0.00% 15.56%Portavogie Community Centre 18.64% 14.57% 20.74% 17.16% 23.09% 14.32%West Winds Community Centre 3.21% 4.69% 3.95% 5.93% 9.38% 8.89%Alderman George Green 78.52% 51.48% 51.60% 47.41% 56.79% 28.02%Conlig Community Centre 29.63% 30.12% 28.27% 18.15% 27.41% 23.21%Green Road Community Centre 63.70% 63.58% 64.44% 57.53% 71.85% 53.70%Groomsport Boathouse 22.59% 21.11% 19.51% 19.51% 25.80% 20.86%Hamilton Hub Community Centre 68.89% 65.56% 63.70% 58.77% 75.43% 65.68%Kilcooley Community Cente 2.96% 21.36% 26.05% 18.52% 26.91% 21.85%Marquis Hall 28.64% 26.30% 37.16% 26.54% 36.79% 29.51%Redburn Community Centre 42.72% 45.19% 38.52% 45.31% 44.07% 43.09%Skipperstone Community Centre 20.25% 30.62% 8.64% 35.93% 34.32% 33.95%Total Utilisation % (All Centres) 27.95% 30.01% 28.44% 27.93% 33.87% 28.83%

January February March

Unclassified

Page 1 of 4

ITEM 12








Date of Report 15 May 2018

File Reference PCA57

Legislation N/A



Subject Report on Notice of Motion Concerning Burial Costs for Children

Attachments None

In May 2018, the Council agreed to a Notice of Motion that it should wave the £65 cost of opening a grave for children under 18 years of age as a gesture of good will at a difficult time in parents lives. This is currently undergoing equality screening and will be introduced subject to the outcome of this as soon as possible. The Notice of motion also requested that a report be brought back on schemes set up by Government for England and Wales which could be introduced by the Northern Ireland Assembly which would allow for government to cover costs regarding children’s funeral and burial arrangements. The schemes in England and Wales appear to cover Local authority burial costs (through a Children’s Funeral Fund) but not additional costs such as those of a funeral director. However, reference is made in the information below to funeral directors also waving costs, and a government grant available for low income families, as well as the Children’s Funeral Fund. In Northern Ireland, those who qualify can avail of a Funeral Payment from the Department for Communities. To get a Funeral Payment an applicant must be responsible for the funeral and:

Unclassified

Page 2 of 4

• get certain benefits or tax credits • meet certain rules about their relationship with the deceased • claim in time • meet the rules on where the funeral takes place

The following website extracts outline the schemes in place in England and Wales.

1. England. A Children’s Funeral Fund was established in England in April 2018 after Theresa May announced child burial fees were to be waived. Swansea East MP Carolyn Harris launched a campaign calling for an end to child burial fees after she struggled to pay for a funeral for her eight-year-old son, Martin, who was killed in a car accident in 1989. Ms Harris had to take a loan out to make ends meet. She advised that the majority of the £1750 bill was her council’s burial fee. She has called on the Government to cover the cost of burials and cremations for struggling parents. A fund was “the dignified, compassionate and sympathetic thing to do,” she said. Child burial fees have been waived following Carolyn Harris’s campaign to abolish them. How will the Children’s Funeral Fund work? Grieving parents face council costs – which vary depending on location – for burials or cremations but under the new scheme local authorities will waive the fee. It will be met by the Government instead and will reportedly cost £10 million a year. The fund applies for the deceased under the age of 18. Parents will still have to pay for additional, optional services and elements such as flowers and receptions. The Prime Minister said: “No parent should ever have to endure the unbearable loss of a child – a loss that no amount of time will ever truly heal. “But in the raw pain of immediate loss, it cannot be right that grieving parents should have to worry about how to meet the funeral costs for a child they hoped to see grow into adulthood.” The Welsh Government set up the first such fund in 2017, with Westminster now following suit. How much does a funeral cost? The council’s cremation or burial fees depend on the type of coffin, the type of grave, location and even the time and day. City of London Burial (private grave, lawn) – £1,560 for adults, £696 for children Manchester City Council Burial (existing grave, chestnut, resident) – £743 for adults, £0 for children The average cost of a basic funeral is about £3,700 – a price that is steadily increasing and leaving many people in funeral poverty. Most people will have to factor in additional, optional elements and services on top. This can include the use of a funeral director, flowers, headstone and ceremony. The price can jump to around £6,000, according to the BBC. Is there any help for funeral costs?

Unclassified

Page 3 of 4

A Funeral Expenses Payment can be obtained from the Government for people on certain benefits who have to pay for a funeral. These include: Income Support, Jobseeker’s Allowance (income-based), Employment and Support Allowance (income-based), Pension Credit, Housing Benefit, Working Tax Credit (disability element), Child Tax Credit or Universal Credit. However, the payment is unlikely to cover the full cost of the funeral. 2. Wales. The following was published on 24th March 2017

Today the Welsh Government have announced plans to scrap fees for children's funerals. This follows a determined, passionate campaign led by Carolyn Harris MP who lost her own young son and found she was unable to afford to bury him.

Carolyn said:

“When the undertaker was explaining to me what the plans for my little boy’s funeral were, I just wanted to hold my little boy, not bury him. I remember the day the bill arrived and that fear in my stomach as to how I would pay it.”

Carolyn was working as a dinner lady and barmaid when her eight-year-old Son Martin died suddenly. With funeral costs doubling in ten years, too many people can’t afford a respectful funeral when someone they love dies. The cost of a funeral imposes a crippling on financial burden on families at one of the most difficult times in their lives.

Carolyn’s campaign calls for the government to put £10 million into funding children’s funerals across the country.

Many funeral directors waive the fees for a child’s funeral, but most local authorities charge for cremation and burial services.

Carolyn, along with others including Fair Funerals and children's cancer charity CLIC Sargent, are now calling on Westminster, led by Prime Minister Theresa May, to follow the lead of the Welsh Government.

Up until now, Theresa May has refused to scrap children's fees, saying that the government already do enough to help grieving families who can't afford a funeral. She points to the funeral grant which is available to some people on qualifying benefits who would otherwise be unable to afford a funeral. What Theresa May doesn't say is that the grant has shrunk so much now it only covers around 40% of a funeral bill. And many people who need support get nothing. Because Carolyn was in low paid work when her son died, she wouldn't have been eligible for help.

In response to the announcement that the Welsh Government are scrapping fees for children's funeral, Carolyn says:

“I am delighted that the Welsh Government is leading the way by absorbing the cost of child burials. For what has been a very personal and at times upsetting campaign, it has been truly heart-warming to see so many people show such compassion for grieving parents.

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No parent should ever have to suffer such a cruel loss, but there are many organisations working to remove an unnecessary stress to an already difficult time.

From local authorities waiving their fees, the clergy providing a free service and funeral directors making their services free, the Welsh Government will now ensure that every bereaved parent in Wales will be able to bury their child without having to worry about the bill”.

RECOMMENDATION

It is recommended that Council note the above information and write to the Department for Communities to ask for a similar scheme to be established in Northern Ireland.

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ITEM 13







Head of Leisure & Amenities


File Reference PCU 6

Legislation Recreation and Youth Services (NI) Order 1986



Subject Ward Park Development Update

Attachments None

Members will be aware from previous reports that in 2017 a planning application relating to the original plan for an upgrade to Ward Park involving the ponds, islands, bird enclosures and surrounding paths was submitted for approval. Parallel to this, officers having met with the Heritage Lottery Fund (HLF) to discuss the potential for a heritage lottery grant under its ‘Parks for People’ stream, learned that this would require a ‘whole park’ approach to redevelopment to be undertaken, but provided an opportunity for a much more comprehensive and significantly grant aided project to be delivered. For example this would include Ward Arras which currently provides for tennis, cricket and football facilities. Council agreed to pursue this emerging opportunity. Officers in 2017 engaged with a landscape architect to discuss outline objectives and concept options for a whole park redevelopment, but shortly afterwards HLF announced that they were reviewing their grants structures. As a result, currently, there are only three main grant streams presently available which are classified into small, medium and major categories. Therefore given the fact that there is no longer a category aimed specifically at parks, any application into these streams would be in competition with any other heritage project bidding for the same pot of money.

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Officers have evaluated the change in policy by the HLF and consequently the Capital and Projects Unit of the Council are commissioning professional services to carry out an outline business case and feasibility study for a whole park approach to consider all options available to the Council. This process will also take a fresh look at all possible funding streams and include significant stakeholder engagement. Once the outline business case and feasibility study has been considered by Council then a design team can be procured as required.

RECOMMENDATION

It is recommended that Council notes this report.

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ITEM 14









File Reference CW8

Legislation N/A



Subject Affordable Warmth Scheme Performance 17/18 and Funding 18/19

Attachments Affordable Warmth Scheme 17/18 Final Performance and 18/19 P1 (NIHE)

Background The Affordable Warmth (AW) Scheme provides a package of energy-efficiency and heating measures, tailored to each household that meets the assessment criteria in targeted areas. Funded primarily by the Department for Communities (DfC), the scheme is delivered by Councils and Northern Ireland Housing Executive (NIHE) in partnership. Council AW Officers make contact with occupants from a list of addresses provided by DfC in order to undertake an assessment and determine eligibility. Not all assessments will result in a referral being made to the NIHE to complete the grant application, as would be expected within a means tested screening process. Provision is also made for self referrals to the scheme, but these cannot be given priority and strict quotas are in place in relation to the number of self referrals that can be processed against the number of targeted addresses at any time.

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In addition, those households that do not meet the requirements of the scheme are directed, where possible, to other schemes, such as boiler replacement, thus assisting additional households in fuel poverty and helping to meet the objectives of DfC’s Fuel Poverty Strategy. The AW Officers also provide a holistic service for the clients and make onward referrals to a wide range of other internal and external partners, including our Home Safety Team for accident prevention, Policing and Community Safety Partnership (PCSP) for home security and the Social Security Agency for benefit checks which nearly always result in an increase in benefits for the client. Performance 17/18 In the period from 1 April 2017 to 31 March 2018 (as determined by NIHE in the attached report Affordable Warmth Scheme 17/18 Final Performance and 18/19 P1) the numbers of homes helped directly by the scheme in this area were as follows: Referrals to NIHE 405 Approvals to proceed 396 Measures Installed 799 Homes Complete 364 Value of Approvals £1.3 Million This service continues to bring clear benefit to eligible households (those on low income and of greatest vulnerability) with substantial improvements in energy efficiency made to 364 homes. These measures should significantly reduce the likelihood of fuel poverty for these households. Members will recall the public consultation process in November 2017 which suggested amendments to the scheme including:

1. Exclusion of Disability Living Allowance, Attendance allowance and Personal Independence Payments.

2. Change to a ward based approach based on a re-run of the address targeting algorithm.

3. Change to income eligibility threshold (increased from household income of £20,000)

4. Change to boiler replacement requirements. It is unfortunate that, whilst the consultation has now ended, DfC have advised that the recommendations cannot be introduced in the absence of the Assembly, as the proposed were welcomed by this Council as they will result in additional vulnerable households meeting eligibility criteria. Funding 18/19 The issue of funding for the Affordable Warmth Scheme has been to the fore since the second year of the scheme. Initially, £153,000pa during 2015/16. In 2016/17 Ards and North Down Borough Council (ANDBC) was provided with only £107,000 from DfC (in the second week of April 2016) after being assured in December 2015

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during the estimates process that the previous level of funding would not be cut. The amount provided in 17/18 was further reduced to £73,486 (again after the estimates process) and ANDBC agreed provide the deficit from 16/17 departmental savings. The 18/19 proposal is to maintain the funding around the 17/18 level and therefore a similar referral rate of around 400 households was anticipated. DfC requested that only 25 referrals a month be made in April and May until budgets were confirmed therefore a higher rate of households in the remaining 10 months was anticipated and our AW team maintained the same level of activity. Unfortunately, DfC have now reduced the number of homes targeted in each council area to 220 per year. This means that from July 2018, only 17 referrals a month will be permitted in our area. Currently there are over 50 files completed by our AW team which will now have to be “drip fed” to the NIHE in accordance with the new directive, and those clients who have had the initial assessment have been advised that the time to process their file will increase significantly because of this. There are also over 186 households on our “expression of interest” list – ie, they do not live in a targeted area but feel they meet the qualifying criteria for the scheme and therefore wish to be considered. Interest in the AW Scheme remains high from the public. There are hundreds of addresses on our targeted areas listing that would benefit from energy efficiency measures but at present the funding has not been released by DfC to facilitate this. We have been advised that discussions continue behind the scenes at DfC to see if any further monies are likely to be released and what provision may be made in the coming months to increase the referral rate. A review of the existing scheme in terms of value for money is also happening over the summer months and it is likely that recommendations from this review will influence any future development, hopefully alongside the recommendations from the consultation process. Affordable Warmth Scheme therefore remains challenging to manage but members can be assured that Officers are continually raising their concerns at meetings with DfC and continue to try support those most in need within the budgetary constraints.

RECOMMENDATION It is recommended that Council notes this report.

AWS 17/18 Summary

Targets YTD Actuals @ 31st March 18

£17.8m budget 4,455 referrals 3,800 homes 5,700 measures

£16.96m expenditure

4,230 referrals received 4,148 homes improved

8,232 measures installed

Presenter

Presentation Notes

On target against profile YTD.

17/18 Referrals Period

No referrals per council per month

No referrals ALL councils Actual Variance

Q1 APRIL 25 275 306 31 MAY 25 275 292 17 JUNE 25 275 262 -13

Q2 JULY 40 440 404 -36 AUGUST 40 440 414 -26 SEPTEMBER 40 440 344 -96

Q3 OCTOBER 40 440 387 -53 NOVEMBER 40 440 379 -61 DECEMBER 40 440 355 -85

Q4 JANUARY 30 330 335 5 FEBRUARY 30 330 372 42 MARCH 30 330 380 50

Total 405 4,455 4,230 -225

AWS Performance YEAR Referrals Ineligible

declined Approvals

Issued Value of

Approvals Measures Installed

Homes Improved

2014/15 3,606 500 162 £565k 9 7

2015/16 9,739 4,629 5,318 £21,1m 5,074 3,057

2016/17 5,426 1,763 4,740 £20,5m 9,963 5,069

2017/18

(as at 31st March)

4,230 912 4,312 £18,1m 8,232 4,148

Scheme To Date 23,001 7,804 16,299 £60,4m 23,278 12,281

17/18 Council Referrals

Total: 4,230 Average: 385

17/18 Ineligible or no help required

Total: 912 Average: 83 Rate 21.5%

*some cancellations for 17/18 may refer to previous years, following cleansing exercise of system and outstanding cases.

17/18 Approvals Issued by Council

Total: 4,312 Average: 392

17/18 Value of Approvals by Council

Average: £1.6m

17/18 Measures Completed

Council Average: 748

17/18 Measure Type

Heating 40.8% Windows 28.8% LI 19.4% CWI 7.5% DP 2.2% SWI 1%

17/18 Homes Completed

Council Average: 377

AWS 18/19 - April Council Area Referrals to

NIHEIneligible or

Declined to Proceed Approvals to

proceed with worksValue of

ApprovalsMeasures Installed

Homes Improved

Antrim and Newtownabbey 25 3 24 £89,457.63 50 27Ards and North Down 25 4 28 £123,939.28 46 22Armagh Banbridge and Craigavon 30 4 16 £84,631.07 77 35Belfast 30 1 16 £50,043.43 36 16Causeway Coast and Glens 31 11 44 £191,600.83 36 18Derry and Strabane 25 4 26 £107,067.83 70 39Fermanagh and Omagh 24 14 35 £153,580.54 63 35Lisburn and Castlereagh 27 7 14 £54,324.54 34 14Mid and East Antrim 25 1 30 £107,319.15 32 20Mid Ulster 25 2 25 £116,576.00 64 41Newry Mourne and Down 33 1 22 £103,861.72 55 26Total 2018/2019 300 52 280 £1,182,402.02 563 293

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ITEM 15









File Reference CW61

Legislation Food Safety (NI) Order 1991



Subject Appointment of Public Analysts

Attachments None

Following a tender exercise on behalf of all eleven District Councils by Armagh, Banbridge and Craigavon Borough Council in 2016, the contract to provide Public Analyst services for all councils was awarded to Public Analyst Scientific Services Limited. The contract expires on 6th June 2018 and under the terms of the existing contract a 12-month extension has been activated. Article 27 (1) of the Food Safety (NI) Order 1991 requires that the Council appoint one or more persons (Public Analyst(s)) to act as Analyst(s) within the district of the Council. Furthermore, the Framework Agreement on Official Feed and Food Controls by Local Authorities, amendment of 5 April 2010, Chapter 2, paragraph 12.8, states that Ards and North Down Borough Council shall ensure that a Food Analyst is appointed to carry out examinations and analyses of food samples. In making these appointments, all relevant legal requirements and Codes of Practice shall be satisfied. Due to staff changes in Public Analyst Scientific Services, it is necessary to update the appointment of Public Analysts.

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The qualifications required by Analysts are set out in the Food Safety (Sampling and Qualifications) Regulations (NI) 2013. The Environmental Health Protection and Development service is satisfied that the following persons, who are employed by Public Analyst Scientific Services, fulfil the requirements of the Regulations for appointment as Public Analysts on behalf of the Council.

Ronald Anthony Ennion BSc, MChemA, CChem, FRSC, MIFST Watney Elizabeth Moran MSc, MChemA, CChem, FRSC Duncan Kenelm Arthur BSc, MChemA, CChem, MRSC Nigel Kenneth Payne MSc, MChemA, CChem, MRSC Joanne Hubbard BSc, MChemA, CChem, MRSC Kevin Wardle MSc, MChemA, CChem, MRSC Lilian Emma Jane Downie MChem, MChemA, CChem, MRSC

Michelle Evans BSc, MChemA, MRSC

RECOMMENDATION It is recommended that Council note the 12-month extension to the contract and appoint the above persons as Public Analysts to the Council under Article 27 (1) of the Food Safety (NI) Order 1991, effective from 1 May 2018. They replace the list appointed by Council on 18 December 2017.

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ITEM 16









File Reference CW22

Legislation Food Safety (NI) Order 1991

Section 75 Compliant Yes ☐ No ☐ Other ☐


Subject Food Service Plan

Attachments Food Service Plan 2018-2019

The attached Food Service Plan addresses one of the requirements of the Food Standards Agency Framework Agreement on Official Feed and Food Controls by Local Authorities, to provide a plan of the Council’s Food Control function for the Borough and review on an annual basis. The Plan is also designed to complement the EH Protection and Development Work Plan for the whole Service and provides the relevant detail on service delivery that is required for Food Control activities.

RECOMMENDATION It is recommended that Council adopts the Food Service Plan.

ENVIRONMENTAL HEALTH

PROTECTION AND DEVELOPMENT

Food Control Service Plan 2018 / 2019

FOOD SERVICE PLAN 1.1 AIMS AND OBJECTIVES 1.2 LINKS TO CORPORATE OBJECTIVES AND PLANS

- DELIVERY OF SERVICE - DEVELOPMENT OF THE ROLE OF THE COUNCIL

BACKGROUND 2.1 PROFILE OF THE BOROUGH 2.2 ORGANISATIONAL STRUCTURE 2.3 SCOPE OF THE FOOD SERVICE 2.4 DEMANDS ON THE SERVICE 2.5 ENFORCEMENT POLICIES

SERVICE DELIVERY 3.1 FOOD PREMISES INSPECTIONS 3.2 FOOD COMPLAINTS 3.3 HOME AUTHORITY PRINCIPLE 3.4 ADVICE TO BUSINESSES 3.5 FOOD SAMPLING PROGRAMMES 3.6 CONTROL AND INVESTIGATION OF OUTBREAKS AND

FOOD RELATED INFECTIOUS DISEASES 3.7 FOOD SAFETY INCIDENTS 3.8 LIAISON WITH OTHER ORGANISATIONS 3.9 FOOD SAFETY AND STANDARDS PROMOTION

RESOURCES 4.1 FINANCIAL ALLOCATION 4.2 STAFFING ALLOCATION 4.3 STAFF DEVELOPMENT PLAN

QUALITY ASSESSMENT 5.1 QUALITY ASSESSMENT

REVIEW 6.1 REVIEW AGAINST THE SERVICE PLAN 6.2 IDENTIFICATION OF VARIATION FROM THE SERVICE

PLAN 6.3 AREAS OF IMPROVEMENT

3 5 5 5

6 8 9

10 11

12 15 15 15 16 16

17 17 18

20 20 21

22

23

24

24

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FOOD CONTROL SERVICE PLAN 1.1 Aims and Objectives Aims To ensure the safe production and sale of food within the Borough, reduce the possibility of food borne illness and protect the consumer with regard to composition and labelling of food. Objectives 1. To inspect every food business for compliance with the Food Hygiene

Regulations (NI) 2006, the Food Safety (N.I.) Order 1991 and any legislation relating to food made under the European Communities Act 1972 and as a result, assess food-handling practices, identify hazards and take action to remedy any problems discovered. The frequency of inspection will be based on risk assessment of premises.

2. To implement the mandatory Food Hygiene Rating Scheme as required by the

Food Hygiene Rating (Northern Ireland) Act 2016, in order to ensure that Statutory Food Hygiene Ratings are displayed to assist consumers to make informed choices.

3. To assist businesses to comply with guidance issued by the Food Standards

Agency in Northern Ireland (FSANI), particularly the guidance in respect of preventing contamination with E.coli 0157.

4. To inspect every food business for compliance with food safety standards, to

ensure that legal requirements are met in relation to the quality, composition, labelling, presentation and advertising of food. The frequency of inspection will be based on risk assessment of premises.

5. To act as “Home Authority” to manufacturers and packers of food, located

within the Borough, providing advice, food hygiene and food standards audit reports and responding to requests for “Home Authority” reports from other Councils.

6 To improve the understanding of food safety requirements by persons

handling food, by formal food hygiene courses and informal education during visits to premises and providing advice and recommendations.

7. To investigate complaints regarding premises, practices and food items. 8. To carry out proactive and reactive food-sampling regimes for chemical

analysis and microbiological examination. 9. To investigate individual cases and outbreaks of food borne illnesses as

notified by the Public Health Agency and members of the public.

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10. To provide a Health Education and promotion service to the food industry and the public, to ensure greater awareness of food safety and nutrition issues in both the commercial and domestic settings.

11. To deliver nutrition awareness to the catering sector by initiatives and

incorporating the message during routine inspections. To implement schemes intended to increase healthy choices for consumers.

12. To comply with the requirements of the Food Standards Agency Framework

Agreement on Official Feed and Food Controls by Local Authorities. Targets The objectives and actions detailed above will be measured in accordance with the following table of targets. Where deviations from the targets are found, the targets will be analysed and reviewed throughout the year.

Activity Target

Achieving compliance with the Allergen requirements of the Food Information Regulation (FIR)

Additional compliance monitoring and advice regarding allergens to be carried out during 100% of Food Hygiene inspections where there is no corresponding Food Standards inspection at the same time, in accordance with the Northern Ireland Food Managers Group compliance strategy. Follow up action to be taken in accordance with the strategy.

Inspection of high risk food premises 100% of risk category A & B (FH). 100% of risk category A (FS).

Preparation for EU Exit Carry out improvements to procedures and records as identified by peer review of Approved Premises’ files.

Achieve an improvement in FH rating for those premises currently rated <3

70% of premises currently rated <3 improved

Issue of standard correspondence.

90% of correspondence issued within fifteen working days of inspection.

Issue of Statutory Notices (excluding Emergency Notices)

90% of Notices issued within ten working days of inspection.

Issue of Emergency Notices

100% of Notices issued within one working day of inspection.

Complaints, requests for advice, responses to queries and Food Alerts for Information

90% responded to within three working days.

Food Alerts for Action

100% responded to within one working day.

Chemical Samples 2 samples per 1000 population per annum (318)

Microbiological Samples 650/700 samples per annum

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1.2 LINKS TO CORPORATE OBJECTIVES AND PLANS The Council’s objective “to make Ards and North Down the best place to live, work, visit and invest” is based on the four pillars of People, Place, Prosperity and Performance. The Food Service plays an essential role in underpinning these strategic themes as follows:

• Fostering a United Community, based on equality of opportunity, the desirability of good relations and reconciliation.

• Improving health and wellbeing.

• Promoting a healthy, safe and sustainable environment.

• Supporting business start-up, development and growth.

• Enhancing the visitor experience to increase visitor spend.

• Being financially responsible.

• Delivering high quality customer focussed services.

• Establishing and growing productive partnerships

Delivery of Service The food service performance is reviewed annually against local and national performance indicators, within the Department’s business plan. External review is by means of the Food Standards Agency’s LAEMS (Local Authority Enforcement Monitoring System) annual return and through their ongoing monitoring of Food Hygiene Ratings. Internal review is facilitated through internal audit.

Development of the Role of the Council The food service is responding to public consultation, in order to deliver the quality of service demanded by its clients. The enforcement of legislative provisions is carried out using a balance of education, co-operation and formal action to achieve the required standard of food safety, where food is manufactured, handled or sold. The service contributes to the promotion of the Council’s activity through the web site, which will continue to be developed to provide information and education in food related issues, which are applicable in both the commercial and domestic setting.

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BACKGROUND

2.1 PROFILE OF THE BOROUGH

1. On 1 April 2015 the new Council for Ards and North Down was established and currently serves a population of more than 159,000 over 228 square miles. 2. Although a significant percentage of the local population is employed within the Belfast area, the Borough provides a wide range of employment opportunities in the manufacturing, commercial, hotel, catering, banking, insurance and retail sectors. The Borough’s fishing industry is centred in Portavogie. 3. The quality of housing stock within the Borough is well above average for Northern Ireland, reflecting the high standard of living. The Borough is an affluent area with a high economically active population with high disposable income. 4. With over 100 miles of coastline, Ards and North Down is regarded as a major tourist attraction. Among visitor attractions located within the Borough are Bangor Marina, Pickie Fun Park, Mount Stewart, Nendrum, Exploris, Castle Espie, Crawfordsburn Country Park and fourteen golf courses. There are more than 343,000 overnight visits annually, contributing £48M to the local economy. In

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addition to Hotels, Guest Houses and Bed and Breakfast accommodation, the bays between Cloughey and Donaghadee contain almost a third of Northern Ireland's caravan sites. The developing agri-food sector has created significant local employment and a thriving restaurant scene has resulted in the area becoming a desirable ‘food-tourism’ destination. The Borough lays claim to the title of events capital of Northern Ireland and the Council’s events team organise high profile events throughout the year, which draw thousands of visitors to the area. Northern Ireland’s first five-star Hotel and several top quality conference and banqueting hotels are also located in the Borough. These attractions have ensured that the area remains one of the most popular destinations for entertainment, resulting in an expanded customer base with a catchment from County Down and the greater Belfast areas.

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2.2 ORGANISATIONAL STRUCTURE

COUNCIL COMMITTEE STRUCTURE

The food service is part of the Community & Wellbeing Directorate and reports to the Council through the Community & Wellbeing Committee.

ARDS AND NORTH DOWN BOROUGH COUNCIL

Community & Wellbeing Directorate

Environment Directorate

Regeneration, Development & Planning Directorate

Finance & Performance Directorate

Organisational Development

& Administration

Directorate

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Specialist Services The Department also uses external specialist services, such as the Public Analyst, the Public Health Laboratory and The Department of Agriculture, Environment and Rural Affairs (DAERA). Currently Public Analyst services, in respect of analysis and opinions regarding routine and complaint samples, are provided by Public Analyst Scientific Services Ltd and there is a service level agreement determining the standard of service between the Council and the Public Analyst. The Public Health Laboratory Service provides microbiological examination of routine and complaint food samples and samples of faeces and vomit obtained during investigation of food related illnesses. The number of routine samples submitted for microbiological examination is subject to agreement between the Northern Ireland Food Managers Group and the Public Health Laboratory Service through the Public Health Agency. 2.3 SCOPE OF THE FOOD SERVICE The Department carries out all legal responsibilities contained in the Food Hygiene Regulations (NI) 2006, the Food Safety (N.I.) Order 1991 and any legislation relating to food made under the European Communities Act 1972. The role of the food service also provides non-regulatory functions, which align with the Council’s Mission Statement, including educational, advisory and promotional activities. These can be roughly sub-divided into proactive and reactive work as follows: Proactive: ❑ Programmed inspections of approximately 1529 registered food businesses

(excludes child minders), for compliance with Food Hygiene and Food Standards requirements. This includes inspection of premises, practices, identification of hazards and the appropriate enforcement action (informal letters, improvement notices, legal proceedings, prohibition etc). Carry out visits in respect of appeals and re-score applications as required by the conditions of the Food Hygiene Rating Scheme.

❑ Routine chemical and bacteriological sampling programmes targeted to monitor

practices, provide information for expert advice and discover contraventions. ❑ Improve the understanding of food safety requirements by persons handling food

by formal food hygiene courses and informal education during visits. ❑ Provide a Health Education and Promotion Service to the food industry and the

public, to ensure greater awareness of food safety and nutrition issues in both the commercial and domestic situation. In particular, since the beginning of 2009, both legacy Councils have jointly undertaken the provision of free food hygiene talks to volunteer caterers in churches and similar organisations. To date, almost 2000 volunteer caterers in the Borough have received this method of training.

❑ Provide a “Home Authority” service of advice to manufacturers and packers of

food located within the Borough.

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Reactive: ❑ Investigation of complaints regarding premises, practices and food. ❑ Investigate individual cases and outbreaks of food borne illnesses notified by the

Public Health Agency or members of the public. ❑ Carry out chemical and bacteriological sampling, the need for which arises from

changing circumstances discovered during routine inspections or as the result of investigating complaints or food borne illness.

❑ Response to requests for “Home Authority” reports from other local authorities. ❑ Provide an advisory service to proposed new businesses or ones expanding or

diversifying their activities. ❑ Responding to ‘Food Alerts’, ‘Allergen Alerts’, Product Recall Information Notices

and trade withdrawals. ❑ Control and destruction of unfit or unsound food, including providing a voluntary

surrender service. In addition to food safety matters, a limited service in respect of health and safety and general environmental health issues, is dealt with if the need arises during any visit. 2.4 DEMANDS ON THE SERVICE At the time of writing, the service is responsible for 1981 registered food premises as follows:

Primary Producers 27

Manufacturers 75

Small Manufacturers (J) 12

Restaurants and other Caterers 1035

Retailers 353

Wholesalers/Distributors 26

Food Brokers 1

Child Minders 452

As is detailed in section 2.1, the area is noted for its entertainment and recreational facilities. As a tourist resort, it has an increased weekend and seasonal trade, which increases the customer base and, therefore, the number of complaints, food poisoning allegations and the need for reactive sampling and interim inspections. The service is delivered from the Council Offices, 2 Church Street, Newtownards during normal working hours. In addition, out-of-hours inspection of premises takes place as required, e.g. takeaway premises and mobile/temporary premises operating

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during civic functions and special events. An out-of-hours response service is provided twenty-four hours a day for notification of outbreaks of food borne illness and Food Alerts issued by the FSANI. A general out-of-hours service for Environmental Health Protection & Development is provided via an after-hours telephone number. 2.5 ENFORCEMENT POLICY The service operates within a generic Regulatory Services Enforcement policy with an appendix providing specific information on Food Safety and Food Standards enforcement based on a EHNI (previously named CEHOG) approved framework. The policy will be reviewed annually, and any amendments reported to Council for adoption. The current policy was adopted by Council in January 2015. Food proprietors & the public are given the opportunity of accessing the policy at any reasonable time and a copy is available on the Council website.

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SERVICE DELIVERY 3.1 FOOD PREMISES INSPECTIONS The Council intends to inspect every food premises for compliance with all relevant legislation, according to risk as set out in the FSA Approved Code of Practice (NI), and as a result, assess food hygiene and food standards requirements. Appropriate action, within the terms of the Council’s Enforcement Policies, will be taken to remedy any problems discovered. In accordance with FSA Code of Practice (NI), alternative methods of enforcement will be used for lower risk premises, in place of Food Hygiene and Food Standard inspections. Where any shortfall of resources occurs, the Council will utilise the range of interventions contained within the Code of Practice, in place of full inspections for businesses, which are deemed to be suitable, based on their previous risk assessment. During the year 2018/2019, the planned number of inspections is as follows:

Food Control – Food Hygiene Profile PREMISES NO. OF

PREMISES TASKS HRS TOTAL HRS FREQUENCY OF

INSPECTION

Cat A 1 2 8 16 6 months

Cat B 37 37 6.5 240.5 12 months

Cat C 300 198 4.5 891 18 months

Cat D 481 286 3.5 1001 24 months

Cat E 510 311 2 622 36 months

Unrated, etc. 200 106 4 424 N/A

Child Minders 452

TOTALS 1981 940 3194.5

AVERAGE INSPECTION TIME: 3.4 HOURS* Food Standards Profile

PREMISES NO. OF PREMISES

TASKS HRS TOTAL HRS FREQUENCY OF INSPECTION

Cat A 9 9 9 81 12 months

Cat B 152 85 6 510 24 months

Cat C 1152 296 2 592 60 months

Unrated, etc. 216 134 4 536 N/A

Child Minders 452

TOTALS 1981 524 1719

AVERAGE INSPECTION TIME: 3.3 HOURS* (* = Average time rounded to 2 decimal places)

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Work Plan Framework ACTIVITY CODE TASKS TIME TOTAL HOURS

Planned FH Inspections 0101 940 3.4 3194.5 hrs

Planned FS Inspections 0101 474 3.3 1719 hrs

New Premises 0102 134 4 536 hrs

Re-Visits (Estimate 40%) 0205 580 1.5 870 hrs

Re-Score Visits FHRS 0211 14 2.5 35 hrs

Advice & Other Service Requests 0203 150 2 300 hrs

Add. HA Premises 0203 61 8 488 hrs

Bacto-Sampling 0501 650 0.75 487.5 hrs

Chemical Sampling 0501 318 1.25 397.5 hrs

Shellfish Sampling 24 4 96 hrs

Food Complaints Investigation 1806 160 5 800 Hrs

Food Poisoning Outbreaks 0207 2 50 100 hrs

Communicable Diseases 0207 16 2 32 hrs

Food Alerts (FAFA/FAFI) 0201 70 1 70 hrs

Unsound Food 0306 12 4 48 hrs

Health Education incl Churches Talks 15 10 150 hrs

Meetings,Training/Sems, Research 600 hrs

Court Hearings Etc (incl Prep) 9800 3 15 45 hrs

Officer Monitoring/Supervision, Co-ordination and Uniform Enforcement

9200 216 2 432 hrs

Council Reports/LAEMS Returns 9302 4 / 1 2 / 40 48 hrs

Forward Planning 9201 - 200 200 hrs

ISO & Other Procedures - - 100 100 hrs

Managing FHRS & Consistency - - 200 200 hrs

Telephone Queries 9301 2500 0.33 825 hrs

TOTAL HOURS REQUIRED: 11,773.5

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The planned allocation of resource in terms of officer hours is as detailed in Section 4.2 ‘Staffing Allocation’ and amounts to a total of 10,976.5 hrs. Therefore, the shortfall in resources for the incoming year is estimated as 797 hrs. This incorporates the cumulative effect of the shortfall in resources identified in the Food Service Plans of 2016/17 and 2017/18. The service will attempt to accommodate this within existing resources. Additional demands on the Food Control Service In addition to the above shortfall, the following issues will make further demands on the service in 2018-2019:

1. The investigation and prosecution of a local man for the internet sale of a dangerous chemical, 2,4 – Dinitrophenol (DNP) had a significant impact on the service being unable to meet its target of programmed inspections during 2016/17. This outstanding work was not able to be completed during 2017/18 and will add to the workload in the incoming year and will in consequence impact on the ability of the service to maintain the Work Plan detailed in section 3.1 above.

2. It has been disappointing to record that compliance with the allergen requirements introduced in 2014 is still failing to be achieved by a large number of food businesses across all council areas in Northern Ireland. In response to this, the Northern Ireland Food Managers Group (NIFMG) agreed a compliance strategy to secure an improvement in this area over two years commencing in 2017. Although the time required for the initial visits to premises for this strategy has been included, the implications of further visits for advice and enforcement is an unknown quantity at this stage. This has not been taken into consideration in the Work Plan Framework detailed in section 3.1 above.

3. The software supplier for the Service’s Management Information System was

changed in January 2017. The transfer of data to this software continues to require time resource to carry out data cleansing activities to enable the system to effectively retain our records, produce accurate statutory returns and ensure the uploading of accurate information to the FSA’s Food Hygiene Rating website every two weeks. The obligations under the General Data Protection Regulation further emphasise the need for this process to be completed

4. In order to support local manufacturers in preparation for EU Exit, a review of

the process of granting EC Approval to was undertaken in March 2017 with the intention that all approvals could withstand scrutiny from EU inspectors (and other third country auditors) in the UK after leaving the EU. This would ensure that local businesses were operating at a standard normally required for trade within the EU. To further this process a peer review of the findings and the resultant action plan will be conducted during 2018 in collaboration with the Food Standards Agency in NI. Any changes or improvements

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subsequently required to be made to the Approvals process or associated records will place an additional demand on the resources of the service.

5. The Food Hygiene Rating Act requires the inspection of all food hygiene Risk Categories, however, where this is not achievable the Food Service will:

- Identify those businesses within the risk categories C and D, which are

suitable for an intervention other than a full inspection. These will be premises which have a score of not more than 10 in the areas of Confidence in Management, Structure and Hygiene;

- Identify and apply the most appropriate form of intervention in

accordance with the current FSA Code of Practice. which will result in a valid Food Hygiene Rating

Should the use of alternative enforcement strategies not fully address the shortfall, it will be necessary to prioritise tasks so that targets of inspections for higher risk premises and those receiving a Food Hygiene Rating of 2 or less will be met.

3.2 FOOD COMPLAINTS – 2018/2019 The Council will investigate complaints regarding premises, practices and food items, in accordance with the relevant FSA codes of practice and the approved NIFMG procedure. It is estimated that approximately 160 complaints will be investigated during 2018/2019, with a total demand on time of 800 hours. The resources required are detailed in Section 3.1 above. 3.3 HOME AUTHORITY PRINCIPLE Both legacy Councils adopted the LACORS Home Authority Principle in 1995, although the Food Control Services practised it since its inception in the late 1980s. The majority of its demand on resources is accounted for in the planned work, which has been accounted for in Section 3.1, but additional work is carried out in these premises. Ards and North Down Borough Council is presently the Home Authority for 61 premises and additional work, such as steering food hazard warnings, advising on labelling and marketing, accounts for an anticipated additional 488 hours of time. 3.4 ADVICE TO BUSINESSES The Council aims to improve the understanding of food safety requirements by persons handling food. This can be carried out by formal food hygiene courses and informal education through the provision of advice and recommendations during visits to premises. The Food Control Service also provides a health education and promotion service to the general public to ensure greater awareness of food safety

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issues in both the commercial and domestic settings. The Council has embarked on a programme of providing free food hygiene training to volunteer caterers in Churches and similar organisations. It is estimated that, in addition to the integral part played by health education during the normal food hygiene inspection service, additional resources will be allocated in accordance with the details set out in Section 3.1. The increased importance of information to be provided regarding allergens and the nutrition element of restaurant and takeaway meals will require engagement with food business operations to ensure that there are additional choices available for the consumer. 3.5 FOOD SAMPLING PROGRAMMES The Northern Ireland Food Managers Group Policy for food sampling, agreed by EHNI, has been implemented within the Council’s Food Control Service. Food Standards The Council plans to take 2.5 routine samples per 1000 population in its Borough. Currently this would equate to 397 samples being routinely submitted, however based on previous years, it may be more appropriate to reduce the rate to 2 per 1000 population and a figure of 318 has been estimated for 2018/2019. These include food articles and packaging. This may then be supplemented by additional samples, such as special surveys or complaint samples, in order to meet the Public Analysts Service Level Agreement with the Council. Food Hygiene The target number of bacteriological food samples for routine analysis is 12 samples per week, (650 - 700 approx per annum). The resources required are detailed in Section 3.1 above. 3.6 CONTROL AND INVESTIGATION OF OUTBREAKS AND FOOD RELATED

INFECTIOUS DISEASES The Council aims to investigate individual cases and outbreaks of food borne illness, as notified by the Public Health Agency and members of the public, in accordance with the Agency’s guidance on the subject. This involves reporting to the Consultant in Gastrointestinal Illness, who is under the general control of the Public Health Agency. Normally there are more than 20 individual cases per year, although with occasional outbreaks, this number can quadruple in size. A resource based on 20 cases is provided and is detailed in Section 3.1 above.

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3.7 FOOD SAFETY INCIDENTS Ards and North Down Borough Council will act on all food safety incidents, Food Alerts, Allergy Alerts and Product Recall Notices in accordance with Food Law Code of Practice and will deal with all notifications in accordance with the ‘For Action’ or ‘For Information’ categorisation, as allocated by the FSANI. 3.8 LIAISON WITH OTHER ORGANISATIONS Ards and North Down Borough Council established strong links with other Councils prior to reorganisation as two constituent councils within the Eastern Group Environmental Health Committee both within the previous Eastern Group area and with other Councils. These links have been maintained and serve to permit a close working relationship involving the sharing of information/expertise and joint working and training initiatives. Representation on Government Working Groups Staff within the Food Service represent the Council on various Government Working Groups such as The Food Hygiene Rating Implementation Group, The Food Premises Approvals Group, The Shellfish Working Group and The Northern Ireland Strategic Group on Food Surveillance Liaison with Professional Working Groups Similarly, the Environmental Health Manager (Food Control and Consumer Protection) provides the main liaison point on behalf of the Council to such bodies as DAERA, Health and Safety Executive, QUB, University of Ulster, CIEH and other professional groups. Commitment to Local/Regional Groups Under the Chief EHOs group for Northern Ireland a sub-group, known as the Northern Ireland Food Managers Group has been created. The NIFMG has representation from each of the 11 Councils. It provides advice and co-ordination of Food Control matters throughout the Province. The NIFMG produces a work plan on several food related areas each year of which are undertaken throughout all the 11 Councils. Liaison and Involvement With LACORS Although the Council operates the principles of Home Authority as devised by LACORS, the organisation itself has ceased to exist and the Primary Authority system overseen by the Better Regulation Delivery Office (BRDO) has to a great extent, replace the Home Authority system in Great Britain. In the absence of the obligatory application of this system in Northern Ireland, local authorities, including Ards and North Down, will follow as far as possible the protocols involved with Primary Authority principle. This only has implications for some of the larger businesses (e.g. superstores) and Councils in Northern Ireland will also continue

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with the Home Authority approach with businesses whose primary location is within the Borough. Formal Liaison with Voluntary Group and Public Sector Bodies The NI Food Managers Group provides specialist advice to voluntary groups, usually upon demand. The NI Tourist Board, Invest Northern Ireland and other such bodies are also dealt with in a similar way. The Public Health Agency has a close working relationship with the Council, particularly in the area of infectious disease control. The relationship with the Public Health Consultant for Gastro-intestinal illness has proved to be the main interface in this aspect. Formalised liaison is maintained with other services within the authority, including Planning Service, Building Control, Events Organisers and the Home Safety Group. 3.9 FOOD SAFETY AND STANDARDS PROMOTION The Council will aim to improve the understanding of food safety requirements by persons handling food. This is effected through formal food hygiene courses and informal education during visits to premises, in the provision of advice and recommendations. In addition, the need to provide assistance to those whose first language is not English has been recognised and the presentation of the Food Standards Agency’s Safer Food Better Business pack using interpreters has already been undertaken with the Chinese community. As part of the ongoing commitment to offer the same facility to all communities within the Borough, the Council provided information seminars on food safety and e-coli to Bengali speakers from within the area. The Department also provides a health education and promotion service to the general public, to ensure greater awareness of food safety issues, both in the commercial and domestic setting. In the coming year, officers of the Food Service will be involved in: ❖ Facilitating a range of Basic, Intermediate and Advanced Courses held in local

colleges of further education by supplying lecturers on specific subjects. ❖ Facilitating the delivery of food hygiene training to ethnic food handlers, whose

first language is not English.

❖ Facilitate food hygiene training in schools by supplying materials, advice and in some cases, lecturers.

❖ Ongoing provision of free training for volunteer caterers in Churches and similar

organisations. ❖ Ongoing education during inspection of 1529 premises.

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❖ Participation in national promotional events, such as Food Safety Week and Nutrition awards.

❖ To engage with community groups to promote food safety in the home. ❖ To collaborate with a range of organisations to embrace the aims and objectives

of the Investing for Health Strategy. ❖ In collaboration with the Business Support Unit of the ND & Ards Institute, to

facilitate hazard analysis training and basic food hygiene courses in foreign languages for food handlers from ethnic minorities.

❖ Involvement with the Community Development Service of the Council and the

Chef Lecturers of SERC in an imitative to promote cooking nutritious meals within a budget.

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RESOURCES 4.1 FINANCIAL ALLOCATION The allocation of the Environmental Health Protection and Development’s budget on Food Control for the year 2016/2017 includes the following:

Budget Allocation 2018/2019 £

Salaries 315,800

EC Grant Money 77,392

Sampling 35,000

Equipment 1,200

Training 2,000

Miscellaneous 3,200

Total 434,595

European Grant Money The Food Control Service provides certain services relating to HACCP and EC Directives on Shellfish and Fish Hygiene which are supported by grant money provided by the FSANI under the Food Safety (NI) Order. The estimate for this source of funding for the current year is based on the amount received for the first quarter of 2018/2019 and is estimated to total £77,392 over the financial year. 4.2 STAFFING ALLOCATION The staffing resources for Ards and North Down Borough Council Food Control Service for 2017/2018 are as follows: Resource Allocation Hours Head of EHP & D 7% of 1,403 = 98 Hours EH Manager (Food Control & CP) 80% of 1,403 = 1,122 Hours District EHO X 4 4 X 100% of 1,403 = 5,612 Hours District EHO X 1 85% of 1,403 = 1,193 Hours Temporary District EHO X 1 50% of 1,403 = 701.5 Hours District EHO X 1 60.4% of 1,403 = 847 Hours Tech. Assistant/Fish Hygiene Officer 100% of 1,403 = 1,403 Hours TOTAL = 10,976.5 Hours

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4.3 STAFF DEVELOPMENT PLAN As part of the Council’s Investment in People Initiative, an employee development scheme has been implemented. At present, staff training programmes are produced following an annual review of the training needs of each officer, as part of the internal monitoring processes operated in the Food Control Service. Training is tailored to the needs of both the department and the individual members of staff and they are provided with opportunities as they arise. A positive attempt is made to ensure that these needs are met. A structured training programming is provided through the NIFMG, which Ards and North Down Borough Council fully supports. Delegates from Council’s Food Control Service attend any courses organised by the Group.

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QUALITY ASSESSMENT 5.1 Quality assessment has been undertaken for all Environmental Health functions since April 1999. For the Food Control Service, this has comprised the following: ❖ Quality/satisfaction surveys after planned inspection of food premises. ❖ Use of Focus Groups to consult business proprietors on the delivery of the

service. ❖ Monitoring of work by District EHOs ❖ Review of business plan targets. The issues raised as a result of these exercises are used to develop service delivery mechanisms for subsequent years and the development of a Performance Improvement Plan. The Environmental Health Manager (Food Control and Consumer Protection) undertakes regular monitoring of the work of the Food Control Team including accompanied inspections. From this, training needs and consistency can be ensured, and the quality of communications maintained. The FSANI undertakes a programme of regular audits of specific areas of the Food Service of district councils in respect of compliance with the Food Law Code of Practice and the Framework Agreement on Official Feed and Food Controls by Local Authorities. The legacy Councils of Ards and North Down have both been audited twice in the years prior to Local Government Reform. Following these audits, improvement plans to address any issues raised by their reports were developed and agreed with the FSANI for completion within a set timeframe. Currently a programme of audits, which may include Ards and North Down Borough Council, is planned for 2018/19. Additionally, with the development of systems to meet the FSA Enforcement Framework requirements, management procedures and quality assessment will be further enhanced as an ongoing process.

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REVIEW 6.1 REVIEW AGAINST THE SERVICE PLAN The activities detailed in the Environmental Health Protection and Development Work Plan have been used as targets for the Food Service in 2018/2019. It is intended to review this Service Plan annually in March each year in line with the Environmental Health Protection and Development Work Plan. The following table provides a summary review of the service’s performance against the main targets in the 2017/2018 Work Plan.

Activity Target Actual Performance

Achieving compliance with the Allergen requirements of the Food Information Regulation (FIR)

Letter with advice sent to all food businesses and compliance assessed and advice given during every programmed inspection. Follow up action taken in accordance with the Northern Ireland Food Managers Group compliance strategy

Achieved

Inspection of high risk food premises

100% of risk category A & B Achieved

Achieve an improvement in FH rating for those premises currently rated <3

70% of premises currently rated <3 improved

Achieved

Issue of standard correspondence.

90% of correspondence issued within fifteen working days of inspection.

Achieved

Issue of Statutory Notices (excluding Emergency Notices)

90% of Notices issued within ten working days of inspection.

Achieved

Issue of Emergency Notices

100% of Notices issued within one working day of inspection.

Achieved

Complaints, requests for advice, responses to queries and Food Alerts for Information

90% responded to within three working days.

Achieved

Food Alerts for Action

100% responded to within one working day.

Achieved

Chemical Samples 2.5 samples per 1000 population (314) per annum

192 samples taken

Microbiological Samples 650/700 samples per annum 602 samples taken

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6.2 IDENTIFICATION OF VARIATION FROM THE SERVICE PLAN As indicated on the planned allocation of resources in Section 3.1 above, a shortfall exists, and it is therefore accepted that all planned work will not be able to be carried out throughout the incoming year. In order to rationalise decisions in respect of this shortfall, areas of work will be prioritised according to risk and public benefit. Monitoring review, using specifically designed internal performance indicators, will be carried out every month throughout the year, to assess variations from the Service Plan. Following the discovery of any variations, steps will be taken to address them. 6.3 AREAS OF IMPROVEMENT Where variations are noted, they will form the basis of areas to be included in a performance improvement plan for the following year. Recommendations made as part of the recent Food Standards Agency’s Audit of Food Standards and Food Fraud activities dictate that the additional time required for Food Standards inspections will continue to be needed in order to achieve the level of service required in this area. To meet increasing demands on the service and address the shortfall between the time required and time available, the various intervention strategies, which have been approved within the Food Law Code of Practice (Northern Ireland) will be used, where appropriate. The pressures on the Food Control Service continues, as a result of increased time required during inspections to ensure implementation of the FSA’s Guidance regarding E. coli, combined with staff redeployment to deal with increased demand in other core functions within the service. The outstanding work identified from 2017/18 will still be required to be carried out in addition to the current year’s workload and the need to assist food businesses to understand and comply with the allergen requirements of the Food Information Regulation which came into operation in December 2016 will continue to add to the demand. Many businesses which were previously regarded as low risk and excluded from the scope of the Food Hygiene Rating Scheme are included in the new mandatory scheme. This means that they will have to be inspected in order to give them a current rating even though in the longer term they will be able to be dealt with using an alternative to inspection. The result is that full inspections of all businesses programmed for the current year will be unachievable. To deal with this problem, it has been decided to identify all premises within the programme with a Food Hygiene Rating of 3 or better and to use a shorter alternative enforcement intervention, as permitted by the Food Law Code of Practice (Northern Ireland), to reduce the time required for programmed inspections for these specific businesses. However, the resource released by this method will be limited, as there is a requirement to ensure that Food Hygiene Ratings are accurate and up to date as possible.

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Marcus Potts Head of Environmental Health Protection and Development 8th June 2018 CPM/JBA Date adopted by Council: _________________

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ITEM 18









File Reference PCSP/ANDBC 167




Subject Safe Place Update

Attachments None

In May by way of a Notice of Motion, Council agreed to welcome the Safe Place initiative in connection with domestic violence and to support the Policing and Community Partnership (PCSP) to put measures in place to make Ards and North Down a Safe Place. Below is a summary of the measures taken to date by the PCSP in partnership with Health and Wellbeing in 2017/2018. This work will be expanded upon in 2018/2019, subject to funding being provided by the Department of Justice and the Northern Ireland Policing Board. Two Safe Place Awareness raising sessions, funded by the PCSP, were held on 12th March 2018 in St Andrews Church, Clandeboye and in the Ebenezer Hall, Clandeboye. These sessions were advertised in press and on Facebook and the Council website. All those who completed the training were provided with a Safe Place starter pack. On completion of the training each of the premises represented were then eligible to become a Safe Place and advertise their premises as a Safe Place. Those represented included St Andrews Church, Bangor, Clandeboye Primary School and a number of local businesses. Further resources will be provided, subject to funding, to ensure the cards are replenished, when required. Further awareness raising sessions are planned for 2018.

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Members will be aware that there is a strong link between mental illness and domestic/sexual violence. Therefore, when Samaritans support cards and posters were being distributed to all Council facilities, as part of the Councils partnership agreement with the Bangor and North Down Samaritans, it was considered appropriate to supply “Safe Place” literature too. The PCSP provided funding for materials supplied by ONUS and “Safe Place” business cards with specialist helpline numbers were placed in the holders alongside “Take 5 steps to wellbeing”, Lifeline and Samaritans cards and were made available in toilets and reception areas of Council premises. At the same time, posters were placed on the back of all toilet doors in buildings (accessible to both staff and members of the public) to provide a safe environment for those seeking help to read and access the information. The same supporting literature (posters and helpline business cards) was distributed to over 130 hairdressers and barber shops across the borough, pre-Christmas 2017. These premises were also advised by means of a letter of their unique position to provide a listening ear and to signpost to specialist support those with mental health and/or domestic violence issues and were encouraged to contact ONUS for further information and Safe Place training should they wish.


Subject to approval by the Department of Justice (DoJ) further funding will be made

available through the PCSP, in 2018-2019 to support the second phase of the Safe

Place initiative, which will involve raising awareness, training and the delivery of

programmes to tackle the rise in sexual violence.

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ARDS and NORTH DOWN BOROUGH COUNCIL

PEACE IV PARTNERSHIP Thursday 12 April 2018

A meeting of the Ards and North Down Borough Council PEACE IV Partnership was held in the Comber Leisure Centre, Comber at 4:00pm on the above date. Present: In the Chair: Alderman Angus Carson Elected Members: Alderman Robert Gibson

Alderman Wesley Irvine Alderman Bill Keery Councillor Richard Smart Councillor Eddie Thompson Councillor Gavin Walker

Statutory Agencies Acting Chief Inspector Rosie Thompson – Police Service of NI Chief Inspector Gerry McGrath - Police Service of NI Own Brady – NI Housing Executive

Social Partners Sheila Bailie – Voluntary Sector Katy Radford – BME Alison Blayney – Women’s groups

Officers in Attendance Mrs Jan Nixey (Head of Community & Culture) Mrs Nicola Dorrian (Externally Funded Programmes

Manager) Mrs Gillian McCready (PEACE IV Officer) Mrs Linda Bradshaw (PEACE IV Finance Officer) Miss Colette Kelly (Assistant PEACE IV Officer) Mr Jonathan Bell (Administrator)

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1. WELCOME FROM THE CHAIR The Chair, Alderman Angus Carson thanked everyone for attending. He reminded the Partnership that this was a rescheduled meeting, due to meeting on 15th March 2018 not obtaining a quorum. The Chair welcomed Acting Chief Inspector Rosie Thompson who was attending for the first time and who would take over from Chief Inspector Gerry McGrath. The Chair thanked Chief Inspector McGrath for this hard work and time on the Partnership. NOTED. 2. APOLOGIES

Apologies for inability to attend were received from Alderman Alan McDowell, Janette McNulty, Ralston Perera, Stephen Dallas, Roger Duncan, Sandra Henderson, Dorothy Beattie and the Director of Community and Wellbeing. NOTED. 3. DECLARATIONS OF INTEREST The Chair Alderman Carson invited any declarations of interest on the agenda. He also advised that declarations could also be raised throughout the meeting. NOTED. 4. MINUTES OF MEETING HELD ON THURSDAY 16TH NOVEMBER 2017 AND

MATTERS ARISING

PREVIOUSLY CIRCULATED: Copy of the minutes of the PEACE IV Partnership Meeting held on Thursday 16th November 2017. RECOMMENDED that the Partnership agree the minutes of the meeting held on 16th November 2017. It was proposed by Councillor Eddie Thompson and seconded by Shelia Bailie that the minutes be adopted. AGREED.

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5. MINUTES OF FINANCE AND MONITORING SUB GROUP HELD ON FRIDAY

9TH MARCH 2018 PREVIOUSLY CIRCULATED: Copy of the minutes of the PEACE IV Finance and Monitoring Sub-group held on Friday 9th March 2018. RECOMMENDED: The PEACE IV Partnership agree the minutes of the meeting held on 9th March 2018 Proposed by Alderman Bill Keery and seconded by Councillor Eddie Thompson that the recommendation be agreed. AGREED.

6. REPORT ON APPOINTMENT OF CHAIR AND VICE CHAIR TO PEACE IV PARTNERSHIP

The Head of Community and Culture reminded members that under article 5 of the Partnership Agreement, a Chair and Vice Chair be appointed for a 12-month term and rotated amongst the political parties. As stated in the agreement, a Chair would be an elected member and the Vice Chair should be a Social Partner, both nominated by any member of the Partnership. RECOMMENDED: It was recommended that nominations be sought for the appointment of a Chair and Vice Chair of the PEACE IV partnership to run from 1st April 2018 to 31st March 2019.

Councillor Eddie Thompson was nominated as Chair by Alderman Bill Keery and seconded by Alderman Gibson. Peter Wray was nominated as Vice Chair by Alison Blayney and seconded by Alderman Carson. There were no other names put forward for nominations of Chair and Vice Chair. Alderman Bill Keery proposed the term for Chair and Vice chair to run for 13 months rather than the current 12, due to Council elections scheduled for 2019 and the possible change of representatives. The outgoing Chair Alderman Carson took the opportunity to thank everyone for their support during his tenure before the new Chair took up his position. AGREED.

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7. REPORT ON PEACE IV CHAMPIONS Members were reminded of discussions which took place at meetings on 19th October and 16th November 2017 with regard to the appointment of PEACE IV Champions to each of the programmes. The PEACE IV Officer reminded members that some of the programmes still did not have appointed Champions. Sheila Bailie stated that although she was already a Champion for CYP4, due to the cross over in work areas, she would also like to volunteer for the CYP5 programme. The newly appointed Chair Councillor Thompson queried whether Chief Inspector Rosie Thompson would be continuing those programmes previously championed by Chief Inspector McGrath. Chief Inspector Thompson stated she would. Councillor Walker queried on whether delivery agents should be contacting the Champions directly, as he had not received any communication. The PEACE IV Officer stated that some programmes were still in the set-up phase and as the Secretariat received information, they would distribute it out to the Champions. Councillor Smart commented on the length of time between his meetings with the delivery agents. He stated that time constraints meant he could not chase agents for updates. The PEACE IV Officer stated that some programmes, such as Todd’s Leap were in a unique situation in which the participants were primary aged children, in which invitations to Champions on events could not always be possible. The Externally Funded Programmes Manager stated that if no contact was made within a month, the Secretariat would follow up with agents and review procedure for contact. Alderman Keery volunteered to Champion the SSS 2 Programme. Alderman Gibson queried whether the SSS 1 Programme had commenced yet as he had received no contact. The Head of Community and Culture confirmed it had not started. NOTED. 8. VERBAL UPDATE FROM PEACE IV CHAMPIONS Sheila Bailie gave members a brief overview of her championed programme CYP4, delivered by Todd’s Leap. She stated while she could not attend the first few meetings, she had attended a meeting on 21st March 2018, in which the Secretariat had addressed queries into the monitoring of the programme. While the meeting was

ITEM 19

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to address issues, she felt it was positive and cleared the air of any misunderstanding regarding monitoring requirements. Alderman Irvine spoke briefly about his experience as the Champion for the BPR1 programme, stating he was impressed with the sessions he had attended. He was particularly impressed with the training and engagement of the delivery agents and feedback provided. Pete Wray gave overview on the Portavogie and Portaferry Shared Spaces and Services consultations. He reported attendance in Portavogie was good, with local support from the football team and the primary school. He felt it married into the village plan well and was looking positive. The Portaferry consultation held on 18th January 2018 was met with less attendance but with a good amount of feedback. He went on to speak about the delivery agent NI Youth Forum (NIYF), appointed for the CYP1 programme. Discussion ensued amongst the Members as to progress of the programme, the importance of engaging the right participants and ensuring results and outputs were achieved. The PEACE IV Officer advised Members that a number of meetings had taken place and progress was being monitored closely. It was agreed that a further meeting would take place with the PEACE IV Champions, the Secretariat and delivery agents and information brought back to the next Finance and Monitoring Sub Group to reassure the Partnership. NOTED.

9. UPDATE REPORT ON PEACE IV PROGRAMME PREVIOUSLY CIRCULATED: Report on PEACE IV Programme The Head of Community and Culture gave a brief update on the status of programmes. Since the meeting of 16th November 2017, Officers have continued to work on the rebid application and have responded to over 40 enquiries from SEUPB. On 5th March 2018 the secretariat was advised that the rebid application for funding had been successful and subject to a number of minor pre commencement conditions funding was awarded for Children and Young People (£150,121.54) and Building Positive Relations (£18,210.23). She gave an overview on the Shared Spaces and Services programmes in Comber and Holywood. Both were moving forward well with AECOM to provide a pricing schedule to the Partnership. The Head of Community and Culture went on to state that since the date of report; 15th March, the Period 9 claims had been processed and represented a total value of £63,000.

ITEM 19

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The PEACE IV launch was described as a success with Champions and Delivery Agents being able to get a flavour of the different programmes with opportunities for networking. Katy Radford requested copies of any press coverage to be provided within the report papers going forward. Alderman Carson proposed and Alderman Keery seconded.

AGREED. 10. REPORT ON TENDERS RECEIVED

TABLED: Report on Tenders Received RECOMMENDED: It is recommended that the PEACE IV Partnership awards the following contracts for the delivery of the two PEACE IV programmes; Connecting Communities and Celebration of Minority Communities. The Connecting Communities programme was awarded to ‘Copius’ and the Celebration of Minority Communities programme awarded to ‘The Nerve Centre’. It was further recommended that the PEACE IV Partnership does not award the Cross Border Puppetry Programme to either applicant submitted, but seek clarification from SEUPB as to changes to the programme outputs and/or budget. Finally, it was recommended that the Musical Traditions Programme be re-advertised. A brief discussion into the Cross Border Puppetry programme took place with the Head of Community and Culture stating that the applications received did not fulfil the meaningful cross border contact required. An increase to the value of the tender being examined would increase interest and allow for the scope of project to be realised. With regard to the Musical Traditions programme, the possibility of targeted advertising of the Tender on to musical forums as per procurement advice was discussed. The Head of Community and Culture stated it had been helpful in past experience to do so. Recommendations were proposed by Katy Radford and seconded by Councillor Smart. AGREED.

11. REPORT ON PARTNERSHIP REPRESENTATIVE REPLACEMENT

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TABLED: Report on Partnership representative replacement. Members were reminded that Stephen Dallas had changed position with the Youth Services and therefore would be resigning as a member of the Partnership. While a Youth Service representative was yet to be appointed, to maintain links it was recommended that a Senior Youth Worker champion the CYP1 programme until a formal representative had been appointed. A brief discussion over the vacancy left by Councillor Alan Leslie took place, with no update forthcoming as of yet. RECOMMENDED: It is recommended that the Partnership agrees that the Senior Youth Worker will champion the CYP1 Programme until a replacement partnership member has been appointed by Youth Services. Proposed by Alderman Carson and seconded by Pete Wray.

12. ANY OTHER BUSINESS Chief Inspector McGrath took the opportunity to thank everyone involved with the Partnership and stated he had enjoyed his tenure. A brief discussion regarding the new GDPR took place. The Head of Community and Culture stated the Secretariat would be producing templates for groups to give more clarity into the new policy. The Chair, Councillor Eddie Thompson, took time to thank Chief Inspector McGrath and extended a formal welcome to Chief Inspector Rosie Thompson, with thoughts being echoed by rest of the Partnership.

13. DATE OF NEXT MEETING Next meeting is scheduled to take place Thursday 24th May 2018 in Comber Community Centre. The Chair thanked everyone for attending. The meeting terminated at 5:13pm.

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ITEM 20









File Reference PCSP/ANDBC166




Subject No Hate Here Campaign

Attachments None

The Council agreed that details of the No Hate Here Campaign should be made available to Councillors. The 2017-2018 Campaign was funded through the Policing and Community Safety Programme, under Theme 2; Improve Community Safety and was delivered in conjunction with the Councils Good Relations Team. The total cost of the campaign was £4,500. The project involved raising awareness of Hate Crime across the borough. 5000 “No Hate Here” stickers were produced, along with 500 coasters, which were displayed in shop fronts/windows by 64 local businesses and used in cafes, pubs and restaurants. As part of the programme young people from NI Alternatives and North Down YMCA produced a drama to raise awareness of Hate Crime. The drama was videoed for publishing on social media and launched in North Down YMCA in March 2018. The video link is embedded into this report for members to view prior to the meeting.

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The outcomes of the project included an increase in reporting to the PSNI and an increase in confidence in reporting to the PSNI. Video link below. https://vimeo.com/252121703/f6df2403e5


https://emea01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvimeo.com%2F252121703%2Ff6df2403e5&data=02%7C01%7C%7C328b39ceb18c4102dd2a08d5ba58bcd4%7C39416dee5c8e4f5cb59d05c4bd0dd472%7C0%7C0%7C636619812631998449&sdata=Q0iylRPEs9dtjhXVL2SpMsbEs5jioEKaoHI8TQMblE0%3D&reserved=0

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ITEM 21









File Reference CDV26




Subject Royal Wedding Fund

Attachments None

As members will be aware the Council recently ran a funding programme to fund Royal Wedding Celebrations. Grants of up to £350 were made available to Constituted Community and Voluntary groups across the Borough. The fund was advertised on a first come first served basis. 40 applications were received, as detailed in the table, two of which were unsuccessful as they were not from constituted groups. Due to the value of individual grants the recommended applications were approved by the Director of Community and Wellbeing. The total amount awarded was £12,662.97. Council offered party packs to non-constituted groups who wished to have a street party/celebration. 30 packs were purchased, and all were given out. A survey has been issued to all the groups and so far, the feedback has been positive. The groups welcomed the opportunity to avail of the funding, the simplified application process and the delivery of the scheme in a timely manner.

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Name of Group £ Awarded.

1 Fernbank Park Residents Ass Not a constituted group

2 Northern Ireland Institute for the Disabled 350

3 Glen Ward Community Development Ass 350

4 Conlig Community Regeneration Group 350

5 Breezemount Community Association 350

6 Head Peace CIC 350

7 Ballygowan Community Pre-School & Playgroup 350

8 Eastend Residents Association 350

9 North Down Community Network 350

10 Ballywalter Community Action Group 350

11 55+ Club Holywood 350

12 Millisle Youth Forum 350

13 Millisle and District Community Association 350

14 St Columbanus/Saphara and Bangor Shared Education 350

15 Portavogie Parents and Friends 350

16 Halbert Rural Development Association 350

17 Neurodiversity UK (Comber) 350

18 National Autistic Society Newtownards Branch 350

19 Ballygowan Senior Citizens Club 350

20 Whitehill Community Association 350

21 1st Holywood Scout Group 350

22 Shore Street Foodbank Not a constituted group

23 Castle Gardens PTA 350

24 Greyabbey Primary PTA 350

25 Decorum NI 350

26 Victoria Primary School - Ballyhalbert 318.97

27 Kilcooley Women’s Centre 350

28 Royal British Legion Branch Millisle 350

29 Ballywalter Bowling and Recreation Club 350

30 RECON 350

31 Boyne Cultural association 350

32 Ballywalter Flute Band 265.00

33 1st Kircubbin Brownies 179.00

34 Regimental Association of the Ulster Defence Regiment - Bangor Branch

350

35 Down Capacity Building Initiative 350

36 Millisle Health & Wellbeing Group 350 - event cancelled.

37 St Marks Church - Special Needs Group 350

38 Second Presbyterian Church - Newtownards 350

39 Killinchy &Kilmood Parish Church 350

40 Redburn Youth Group 350

RECOMMENDATION

It is recommended that Council notes the above information.

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ITEM 22









File Reference PCSP/ANDBC 86

Legislation Justice Act (NI) 2011



Subject PCSP Annual Report

Attachments PCSP Annual Report for 2017 / 2018

The Justice Act (Northern Ireland) 2011 states that a PCSP must submit a general

report on the exercise of its functions to the Council no later than three months after

the end of each financial year (by the end of June).

Please find attached PCSP Annual Report for 2017 / 2018 for information.


1

Ards and North Down Policing and Community Safety

Partnership

Annual Report 2017– 2018

2

Front page photo - launch of RAPID drugs bin in Holywood Contents Page number

1. Introduction – Chair and Vice Chair of Ards and North Down PCSP

3 - 5

2. Details of PCSP membership 6 - 9

3. Profile of Ards and North Down Council area.

9

4. Community Planning and Ards and North Down PCSP

10

5. Funding breakdown 10 - 11

6. Strategic priority 1 11

7. Strategic priority 2 12 - 17

8. Strategic priority 3 17 - 18

9. PCSP contact details 19

Photo - Road Safe Roadshow at St Columbanus College, Bangor 2018

3

Councillor Scott Wilson, Chair of Ards and North Down Policing and

Community Safety Partnership and Louise Green, Vice chair.

1. Introduction to Ards and North Down PCSP, its work and the wider Borough

The Development of AND PCSP

On 25th June 2105 Ards and North Down PCSP was constituted following the reform of public administration and the merger of Ards Borough Council and North Down Borough Council. Policing command structures also reflect co-terminosity with the local council area. The PCSP is made up of local councillors, members of the community who have been appointed by the Policing Board and representatives from organisations which play a role in tackling crime and anti-social behaviour, namely;

• The PSNI

• Northern Ireland Housing Executive

• The Probation Board for Northern Ireland

• The Health and Social Care Trust

• The Education Authority

• The Youth Justice Agency

• Northern Ireland Fire and Rescue Service

Review of PCSP business AND PCSP held twelve business meetings, two public meetings and twelve sub group meetings during 2017 2018. Management of the work of the PCSP was enabled through three sub-groups that met regularly and made recommendations to the full PCSP meetings. These three groups are: Monitoring sub group, Community Safety sub group and the Drugs sub group (see below list of meetings) The 2017/ 2018 Action plan was delivered and a new 2018/ 2019 action plan was developed. A total of twenty-one large and small grants were awarded to organisations and community groups to run projects that delivered against the action plan. AND PCSP also directly managed a further ten projects and supported two local community policing groups (The funding breakdown is detailed at section 5)

4

Public Engagement In 2017 / 2018 the Partnership undertook a number of public engagement activities ranging from public meetings of the Policing Committee to members attending local events, i.e. Partners and Community Together (PACT) and Community Policing Liaison Committees (CPLC’S), Road Safety School Events and crime prevention initiatives such as working with the PSNI the Garda and others. An example of which is the drugs sub group work with the Garda / Blanchardstown community drugs project. Members went on a field trip to Dublin to look at how the multimedia project helps lessen anti-social behaviour caused by drug dealing in neighbourhoods. Their work resulted in the Department and the PSNI adopting the programme across Northern Ireland and launching that programme at Stormont in November 2017. The PCSP accompanied by PSNI also held two meeting with Neighbourhood Watch Volunteers in September 2017 in Comber and in March 2018 in Bangor to support and enhance the work of NHW. The NHW coordinators found these meetings helpful and have asked for regular meetings going forwards. Two meetings of the Policing Committee were held in public in order that significant local issues and details of police performance could be reported. The meetings were held in Newtownards in June 2017 to consider the yearly crime figures for 2016 2017 and in Ballywalter in November 2017 to advise the community how the PCSP was tackling the issue of drugs and alcohol misuse. Delivery of the PCSP Action Plan 2018 /2019 The PCSP continues to develop and review its strategy and action plans, through a series of action planning days held in January 2018 and agreed to continue to address the three strategic priorities.

• SO1 to develop the PCSP

• SO2 to deliver community safety and

• SO3 to improve community confidence in policing

List of meetings of Ards and North Down PCSP 2017 2018

Meetings of Ards and North Down PCSP

Londonderry Park, Newtownards 6th June 2017

Signal Centre, Bangor 26th June 2017

Signal Centre, Bangor 25th September 2017

Ballywalter Village Hall 20th November 2017

Londonderry Park, Newtownards 5th February 2018

Londonderry Park, Newtownards 26th March 2018

Public Meetings


Ballywalter Village Hall 20th November 2018

5

Meetings of the Policing Committee


Londonderry Park, Newtownards 14th August 2017

Londonderry Park, Newtownards 16th October 2017

Signal centre, Bangor 26th February 2018

Ards and North Down PCSP training

Londonderry Park, Newtownards

12th January 2018 AM

Ards and North Down PCSP Action Plan Development Workshops

Londonderry Park, Newtownards.

12th January 2018 PM

Londonderry Park, Newtownards.

19th January 2018 AM and PM

Governance meetings Governance meetings with DOJ and Policing Board (in relation to the period covered in this report) took place on the 11th October 2017 and 10th May 2018 and involved the Chair, Vice Chair and Officers. The meetings allowed for the discussion of performance and emerging issues and were very supportive of the PCSP. Forward look As part of the 2018/ 2019 action plan in strategic priority 3 the PCSP will be developing respect for the rule of law. The PCSP will also be developing a new strategy and action plan in 2018/2019 and will be preparing for reconstitution following the local government elections in 2019.

Cllr Scott Wilson, Chair of AND PCSP

Ms Louise Green, Vice chair of AND PCSP

6

Photo - The “Blue Bicycle” road safety programme 2. Details of PCSP Membership

Ards and North Down Policing and Community Safety Partnership is comprised of ten elected members, nine independent members and representatives from seven designated bodies. All members act as a conduit for the flow of information from members of the public to the PCSP in regard to all matters relating to policing and community safety.

2.1 The Policing Committee The Policing Committee forms an important element of the PCSP. The Committee which is made up of the nineteen political and independent members is charged specifically with enhancing public confidence in policing by monitoring police performance and ensuring that policing services deliver for local communities.

9

Changes during the year:

• Philip O’Flaherty NIHE resigned.

• Esther Millar and Alison Dunlop became the joint EA representatives.

• Maurice Largey HSC replaced Jacqui McGarvey as HSC representative.

• Independent member Karen Worall has resigned.

• Cllr Professor John Barry was replaced by his Green party colleague Cllr Rachel Woods. (see profile below)

3. Borough Profile Ards and North Down (AND) has a population of 157,000 (8.6% of the Northern Ireland total) and comprises a unique mix of urban and rural communities. The largest towns, in order of size, are Bangor (60,260), Newtownards (28,437), Holywood (12,131), Comber (8,933) and Donaghadee (6,856) and each is located in the north of the borough. The remainder of the population lives mainly in 19 smaller villages – Balloo, Ballygowan, Ballyhalbert, Ballywalter, Carrowdore, Conlig, Cloughey, Crawfordsburn, Greyabbey, Groomsport, Helens Bay, Killinchy, Kircubbin, Lisbane, Millisle, Portaferry, Portavogie, Seahill and Whiterock. 80% of residents live in the northern 25% of our borough. Rural isolation is experienced by some communities. The area has long been recognised as a very desirable place to live, with many and superb amenities – schools, leisure and sports facilities, good transport links, quality infrastructure. It is one of the least deprived areas in Northern Ireland, ranking 10 out of the 11 new Council areas. However, there are five Wards ranked between 150th and 168th most deprived in Northern Ireland; these are in Newtownards and the Ards Peninsula One of the primary challenges facing us from a social perspective comes from our aging population and how we can support health and wellbeing. Since 2001, there has been a 6.6% decrease in the number of people under the age of 16, while there has been marked increase of 40% in the number of people aged over 65 years. The borough has a higher percentage of residents over the age of 40 than the Northern Ireland average, yet a lower percentage under the age of 40 years.

Councillor Rachel Woods C/O Ards and North Down Borough Council Town Hall The Castle Bangor BT20 4BT 07730041761 [email protected]

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4. Community Planning and the PCSP The PCSP continues to engage with the Ards and North Down community planning process which has resulted in the development of the Ards and North Down Big Plan. The Plan calls for citizens to “feel safe in their homes, in the community and out in public.” To achieve this, outcome three of the plan, wants all citizens to be able to; “Live in communities where they are respected, safe and secure” The Plan also highlights the PCSP to be the delivery agent for community safety issues. 5. Funding Breakdown under SP2 for 2017 2018

Twenty-one projects were supported during the year and a further ten projects were delivered directly by the PCSP alongside our partner agencies.

NAME OF ORGANISATION FUNDING AWARDED

Large Grants

PSTNI / Keyhole Surgery Locksmiths £29,995.00

Ards and North Down Street Pastors £14,949.00

Safezone £14,975.00

Youth for Christ £10,382.00

AGENDA £13,000.00

Women's Aid £7,000.00

ASCERT £22,600.00

North Down & Ards Road Safety Committee £7,655.00

Small Grants

PSNI - Community Resolution £3,000.00

Ards and North Down Street Pastors - Holywood £7,391.98

YMCA North Down £7,458.00

ASCERT - Drink & Drug Driving £7,400.00

PSNI - Blinded by Love £6,816.00

PSNI - ASB Challenge £6,260.00

Donaghadee Youth for Christ £7,050.00

PSNI - Fishing Initiative £1,595.00

Kilcooley Women’s Centre £6,075.00

PSNI - Trampolining Initiative £700.00

Portavogie Rangers FC £1,080.00

PSNI - Community Anti-Drugs £2,300.00

Kilcooley Primary School £3,500.00

11

Projects delivered by the PCSP

Beesafe at RADAR £9,000.00

Road Safety Roadshow £ 7,000.00

Rural Crime / Trailer Marking £ 3,000.00

Neighborhood Watch £ 3,197.00

Hate Crime £ 4,000.00

Safe Place / DV Project £ 3,000.00

Drug Dealers Don't Care / Awareness Video £ 6,000.00

ASB Reactive Fund £ 1,000.00

SEDVP £4,000.00

See The Cyclist £599.95

Greyabbey CPLC £400.00

Ballygowan PACT £400.00

6. Strategic priority 1 - To successfully deliver the functions of Ards and

North Down PCSP PCSP members engaged with the local community and implemented the 2017 2018 action plan they also attended PCSP meetings and received training on “Outcomes by Accountability” to help shape the 2018/ 2019 action plan. Using the skills learned from the training they developed the new 2018/ 2019 action plan and delivered a PCSP communications strategy involving local press, social media and cinema advertising (see photograph below) In carrying out this work PCSP Members;

• Held six private PCSP meetings and one meeting in public

• Attended two training sessions and two action planning days took place

• Attended five community safety sub group meetings held

• Issued thirteen press releases published and cinema advertising achieved

• Attended nine public events attended including; Fear of Crime events along with four PCSP agencies, Commissioning of Holywood street pastors alongside local MPs, MLA, s Councillors and the Mayor, Road Safe roadshow involving three local post primary schools, Bike Safe and Pensioners Parliament.

How well did the PCSP work? In summary 74% of members attended PCSP private meetings and 54% meetings in public. In doing so they engaged with 1170 members of the public over nine events. When surveyed 100% of PCSP members attending meetings feel supported in their role and 100 % of attendees at events stated they received relevant advice and increased awareness of the PCSP.

12

7. Strategic priority 2: To improve community safety by tackling crime and anti social behaviour. 7.1 Anti-social Behaviour – Sub Theme The PCSP supported the following projects:

• Holywood Street Pastors project. New street pastors were recruited, trained and are now operational in teams of three patrolling every weekend.

• YMCA – The detached youth project delivered 21 detached youth sessions with 496 young people engaged on the street.

• Citizen Me Too – the “Youth for Christ” youth project held three teenage sessions per week (36 sessions overall) with young people now reporting changed behaviours.

• Anti-Social Behaviour – The PSNI schools project engaged with 504 pupils five schools and gave seven presentations.

• COPE – Kilcooley Women’s culture project delivered three programmes in three locations delivering training to 90 participants.

• Trampolining Initiative – This PSNI youth engagement project held six sessions with 81 attending and reporting a better understanding of anti-social behaviour.

• Portavogie Rangers youth football project delivered to 24 young people diverting them from ASB and encouraging a better understanding of how anti-social behaviour effects the community.

• The PSNI Blinded by Love project preformed four sessions of the play at two schools.

• ASCERT drink and driving project held 34 awareness raising sessions and delivered to 700 young people

13

• PSNI fishing project involved fishing sessions with individuals at risk.

• Kilcooley Primary School project engaged with over 200 pupils and the sessions were delivered by a professional trainer.

The Results of the above projects show:

• The Street Pastors project shows public satisfaction ratings of 100% and PSNI statistics show a 3.1% decrease in ASB. Police figures show less reported ASB during street warden patrols.

• YMCA, Citizen Me, PSNI ASB project, Trampoling project, Fishing project and Portavogie Rangers project show high satisfaction ratings and fewer ASB incidents when the projects are running.

• 100% of attendees reported feeling safer as a result of the COPE project

• PSNI Trampolining project 100% report feeling safer.

• Fishing Initiative engaged with hard to reach young people.

• Blinded by Love participants have given high satisfaction ratings.

• ASCERT project is showing behavioural changes following the sessions.

• Place to Sow and Grow shows behavioural change in the pupils taking part. 7.2 Local action plans - Sub theme The PCSP identified and agreed by working in partnership with the ASB forum ongoing ASB hotspots and prepared plans to tackle these problems. This resulted in a contract between the “Kingsland Massive” KLM gang and council wardens developing a local action plan to deal with graffiti. The project resulted in a clean-up of the graffiti and the KLM have changed their behaviours and are now holding engagement meetings with local councillors to plan for youth provision in their area. 7.3 Youth diversion and engagement - Sub theme To help divert and engage young people away from potential ASB the PCSP funded a NOMAD Cage Football programme. It worked in the identified hotspot areas and ran 28 cage football sessions with 400+ attending. A survey of those attending showed 70% stating that the sessions had helped them to change their behaviour and attitudes towards anti-social behaviour. The PCSP also ran a P7 Safety Programme with 900 pupils attending from the majority of primary schools in the area. Those attending reported a change in attitudes to risks following the visit to RADAR.

14

Photo - Beesafe project at RADAR 7.4 Drugs and alcohol ASB – Sub theme The PCSP supported street wardens and provided a community RAPID drug bin for the disposal of prescription medication. They also funded a borough wide drugs education and counselling project.

• Safezone / Street Pastors. Safezone and Street pastor patrols every weekend. There are 45 Safezone volunteers and 70 Street pastors patrolling and engaging with 600+ people per week.

• RAPID drug bins; One Rapid bin installed and is now operational with drugs information about it in the community.

• ASCERT project - A professional ASCERT drugs awareness and counselling service has been delivered across the Borough.

• Think before you Buy – The anti-drug campaign Think before you Buy - Adverts shown at cinemas in the district and was highlighted in the cinema, local media and on social media.

15

Photo – Street pastors, Safezone, YMCA and PCSP at weekly coordination meeting Results from the above projects show;

• 84% pf those surveyed stated Safezone were making a large difference on the street and 100% of those surveyed stated street pastors made a difference in the areas they patrolled

• The Rapid bin has been emptied twice and a considerable amount of

prescription drugs have been destroyed. An estimated £1200 of drugs had been deposited in February 2018.

• Those attending the ASCERT project have given a high satisfaction rating

with the course.

• Awareness of the Think before you Buy campaign has increased. 7.5 Domestic Violence – Sub theme To help address the domestic violence issues the PCSP supported the following projects:

Safe Place - Two Safe Place Awareness raising sessions, were held. The sessions were advertised in press and on Facebook and the Council website. All those who completed the training were provided with a Safe Place starter pack. On completion of the training each of the premises represented were then eligible to become a Safe Place and advertise their premises as a Safe Place. Those represented included St Andrews Church, Bangor, Clandeboye Primary School and a number of local businesses.

One Stop Shop – Six two hour sessions were delivered with 38 women receiving advice and help from five specialist agencies dealing with domestic violence safety, financial advice and legal advice.

16

Results from the above projects show 100% of attendees at the one stop shop felt the visit made them feel safer in their homes and have more confidence in the criminal and civil justice systems. The Safe Place project also recorded 100% satisfaction from the individuals and organisations that received the training.

7.6 Hate Crime - Sub theme To tackle the problem of Hate Crime the PCSP working with the Good relations section of Council launched and promoted a “No Hate Here” public awareness campaign 5000 No Hate Here coasters and 5000 door stickers were distributed to local businesses. A local youth group were also commissioned to produce a short video made available for social media. Over 60 people committed to the campaign displaying stickers in their premises including statutory partners. This has resulted in an Increase in reporting of hate crime reported to the PSNI and an increase in participants who feel more confident to report a crime to the police in the future. 7.7 Burglary and fear of crime - Sub Theme To tackle burglary and fear of crime the PCSP supported;

• Neighbourhood Watch schemes in the AND area holding two NHW meetings to 25 attendees

• Delivering a Fear of Crime roadshow across the borough holding five fear of crime roadshows across the borough to over 450 attendees

• Delivering an Ards and North Down secure scheme across the borough to 160 individuals

Surveys taken from those involved in all of the above projects show that 100% satisfaction with NHW events, 1005 of attendees at fear of crime having increased awareness of crime and 100% of those receiving secure scheme equipment and help satisfied with the scheme and feeling safer. 7.8 Rural Crime - Sub theme The PCSP held one trailer and two bike marking events throughout the borough. Surveys from those attending show 100% users who felt it was worthwhile to get items marked and there has been no reports of any marked equipment being stolen. 7.9 Road safety – Sub Theme The PCSP sub theme of Road Safety saw a speed Indicator device (SID) deployed 25 times and three SID awareness sessions held in local schools. We have anecdotal evidence of a decrease in speeding in the 18 areas where SID is deployed

17

The PCSP also supported the Road Safe road show where 400 pupils from three schools were made aware of the need to change driving behaviours so to avoid fatalities and stay safe on the roads.

Photo - Road safe roadshow at St Columbanus College, Bangor 8. Strategic priority 3 – To support community confidence in policing The PCSP Policing Committee sought to increase community confidence in policing through monitoring policing performance, facilitating community engagement with police, supporting the anti-social behaviour forum and advocating for a culture of lawfulness.

18

The committee held quarterly monitoring sub group meetings involving a NISRA statistician to help PCSP members to monitor police performance. The PCSP also held quarterly policing committee meetings examining the performance of the PSNI against the local policing plan. The PCSP advocated a culture of lawfulness through the work of the drugs subcommittee where best practice obtained from field trips to Dublin which shaped local and regional advertising campaigns. Alongside this we consulted with the community measuring community confidence in policing, reporting of crime and the community’s confidence in the PCSP to monitor local policing. How much did the Policing Committee do?

• Four Policing Committee meetings held and four Monitoring sub group were held

• One themed public meeting on – drugs and anti-social behaviour

• Three meetings of drugs sub group held

• Five ASB forums supported

• Eight Community Policing Forums held including Greyabbey Police and Community Committee and People and Community Together Partnership.

• Two Neighbourhood watch meetings held in Comber and Bangor

• We have rolled out the “Think Before You Buy” campaign in the local cinemas

• The PCSP has also facilitated the provision of RAPID drug bins to take prescription drugs of the street and provide literature to educate the public and keep them safe

How well did the Policing Committee work? 70% of members attending quarterly Policing Committee meeting and themed public meeting. At public awareness events in Bangor, Holywood, Newtownards, Comber and Portaferry over 600 members of the public were engaged and made aware of the work of the Policing Committee. One of their most successful actions was the work of the Drugs Sub Group in bringing the “Think before you Buy” best practice campaign up from Dublin. It has now become a regional campaign for PSNI and the Department. Surveys taken show 100% PCSP members attending Policing Committee felt supported in their role and reported their knowledge about local policing had increased. The public attending the events also recorded 100% increased knowledge about local policing and the PCSP Policing Committee.

19

Photo – Road safe road show 2018 9. AND PCSP Contact Details Nicola Dorrian- Externally Funded Programmes Manager Ards and North Down Policing and Community Safety Partnership Ards and North Down Borough Council 2 Church Street NEWTOWNARDS BT23 4AP Tel: 028 9182 4070 E-mail: [email protected]

mailto:[email protected]

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ITEM 23









File Reference GREL417

Legislation NI Act 1998



Subject Good Relations Grant funding 2018 -2019

Attachments None

The Council continues to support local groups so that a variety of exciting and innovative good relations projects can take place locally. Through commitment to good relations and community development work, groups and individuals from different political, racial and religious traditions are enabled, through the Good Relations Small Grants Programme, to engage with one another to meet the aims of the Good Relations grant guidelines:

• Develop understanding, trust, equality & fairness

• Build confidence & inclusion

• Encourage meaningful dialogue and sustainable relationships based on the principles of equity, respect for diversity and Interdependence

The 2018/19 Good Relations grants scheme opened on Thursday 3rd May 2018 and closed on Thursday 31st May 2018. The call was publicly advertised in the press and on the Councils website. The total grant budget ring fenced was £10,000. A maximum of £1000, per grant was available and a total of seven applications were received by the closing date.

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A scoring panel, comprised of the Good Relations Officer, Good Relations Assistant, Finance and Project Development Officer and the Community Development Officer, was held on 1st June 2018. A pass mark of 50% was set and all applications were scored against the set and published criteria. All seven applications provided the requested documentation and were deemed eligible to apply. At the start of the scoring process the panel agreed that if the total successful applications were in access of the total available budget, percentage deductions would be made equally across all successful applicants. Panel members had no conflicts of interest in any of the applications under consideration. Applications were scored against five key criteria with additional points awarded for sustainability:

• Demonstration of need,

• Activity, outputs, achievable outcomes and the impact of the project on the participants.

• Benefits and opportunities for participants

• Value for Money

• Inclusion

Below is a list of applications processed by the scoring panel, the score awarded and the officer’s recommendations.

Applicant and description of the project Amount requested

Score achieved

Amount Awarded

Recommendation

Bangor Alternatives – Good for Nothing A cross community youth project between Portaferry and Portavogie. The project will look at pertinent issues for young people living in these areas and support a programme in each area that will have a positive impact on their community. The young people will come together for a celebratory event.

£1000 60% £1000 Approved

West Winds – Little Doves, Silver Swans An intergenerational programme that will benefit the participants by learning from different generations. The children and their parents will benefit from dementia training encouraging understanding.

£1000 55% £1000 Approved

Portaferry and Strangford Trust – ‘1818 – The Golden Age of Portaferry and Strangford’ A Programme to engage more PUL communities to visit Portaferry for a series of talks and walks and to learn about the maritime and shared history of Portaferry.

£1000 60% £1000 Approved

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A total of £6270 was applied for and the total grant amount recommended for

approval is £5600

The unspent balance will be reallocated within the agreed Good Relations Action

Plan and TBUC strategy.

RECOMMENDATION

It is recommended that the Council approves the recommended grant awards above, and that the £4400 balance is reallocated within the agreed Good Relations Action Plan and TBUC strategy.

Holywood Irish Society – Nasca Community Festival 2019. A project delivering 2 Irish language workshops on Irish myth and Folk Tradition and Proverb and a bilingual children’s story telling workshop

£600 55% £600 Approved

Federation of Womens institutes of NI and Ards Peninsula – One day Workshop A cross community workshop bringing together rural communities through arts and crafts. The workshops will encourage discussion and conversation through the learning process whilst maintaining respect for differences expressed by others of different religions or political backgrounds.

£670 30% £0

Not Approved.

Information included in the

application form did not detail the Good relations elements and

how they would be achieved

Peninsula Explorers – Scout 48 A cross community residential for 15 young people that will challenge stereotypes and build better understanding of shared community.

£1000 55% £1000 Approved

KIlcooley Womens Centre – GRIT Good Relations, Inclusion and Tolerance A programme designed to bring women from across the borough and from all sections of the community together to encourage dialogue. The women will meet in spaces they would not traditionally visit and that are not normally identified as shared spaces eg Orange hall or GAA hall. Through dialogue the programme will help to help dispel myths, improve understanding of differences and to encourage sharing community space

£1000 75% £1000 Approved

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ITEM 24









File Reference ART05/R218




Subject Arts Project Grants

Attachments None

The second round of Arts Projects Grants for 2018-2019 opened for application at the beginning of April 2018, with a closing date of the 14th May 2018. The call for applications was publicly advertised. An assessment panel met on Friday 18th May 2018 to score the five applications received by the closing date. The panel comprised of the following Elected Members and independent members of the Arts and Heritage Advisory Panel:

• Alderman Gibson

• Cllr Robinson

• Cllr Kennedy

• Sally Houston

• Michael Geddis

• Cllr McAlpine

• Catherine Charley The panel was facilitated by: Amy McKelvey, Community Arts Development Officer

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Each applicant could apply for a maximum grant of £1,000 and the total budget available for Arts Project Grants for the financial year 2018-2019 was £14,100. In round one £5,550 was awarded leaving a remaining budget of £8,550 The total amount of money applied for by the 5 applications was £4,400. Table 1 below provides a summary of the applications and the recommended awards. All application scored above the required threshold of 60% and are recommended for approval. Table 1. Summary of Applications and Panel Recommendations

Name of Organisation Requested Amount

Project Amount Recomme

nded

North Down YMCA £1,000 Art workshops for families

£1,000

Head Peace CIC £1,000 Art workshops and internal mural

£1,000

Positive Futures £1,000 Dance and Drama Workshop programme

£1000

Ards Peninsula Area WI £400 Skills development day

£400

Kilcooley Women’s Centre £1,000 Lace Workshops £1,000

Total £4,400

£4,400

Subject to approval the total amount recommended for award is £4,400 leaving £4,150 available for the next round of funding in 2018/19. Further applications will be invited in September 2018 for the remaining balance of funding.

RECOMMENDATION It is recommended that Council approves the recommendations of the assessment panel detailed in table 1 above.

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ITEM 25









File Reference ART02




Subject Approval for the Community Arts Development Officer to attend Beverly Puppet Festival on the 13th - 15th July 2018

Attachments None

The Community Arts Development Officer is currently Festival Programmer for the

Ards and North Down (AND) Puppet Festival. The Community Arts Development

Officer is requesting permission to attend the Beverly Puppet Festival from the 13 -

15 July 2018 in order to gather information to inform the development and promotion

of the AND Puppet Festival.

The Beverly Puppet Festival has an excellent reputation and has been successful in

engaging with the whole town, utilising multiple venues. It is a larger festival bringing

puppeteers from all over the UK and Europe to perform. Attending the festival would

be a great opportunity to see the work of some of the top UK puppet companies with

the potential of engaging them to perform in Ards and North Down.

Beverly Puppet Festival also utilises a lot of volunteer support and this could be a

way of growing Ards and North Down Puppet Festival without increasing budget.

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The Community Arts Development Officer intends to meet with festival organisers

with the hope of developing an ongoing relationship and a bench marking exercise.

Attendance would require two night’s accommodation in Beverly, return flights to

Leeds airport, train travel to and from Leeds and entrance fees to events, all of which

can be met through the Arts Development budget for conference/course fees.

The full cost of attending the Festival is approximately £435 and a breakdown of

costs is below

Costs associated with the Community Arts Development Officer attending the

Beverly Puppet Festival

Accommodation £140

Flights £140 (currently available)

Train £50

Taxi to and from airport £40

Tickets to events £60 (10 events)

Subsistence (approx.) £60

TOTAL £495

Travel & Subsistence as per DFC rates

RECOMMENDATION

It is recommended that Council grants permission for the Community Arts

Development Officer to attend the Beverly Puppet Festival in July 2018, with all

associated costs met through the Arts Development budget.

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ITEM 26









File Reference CDV 28




Subject Community Development Grants Working Group

Attachments None

At the Council meeting in May 2018, Members considered and approved the recommendations of the Community Development Grants awards for 2018-2019. The grants scheme was administered in line with the Councils approved Grants Policy. As in previous years the fund, which is available for running costs and project grants, was significantly over subscribed. Members also commented that going forward priority should be given to supporting all running costs over project costs, referencing the costs of running community houses being a challenge at present. As a result, the Council agreed that a working group be established to consider the Community Development Grants awards process, including prioritising running costs over project costs. Therefore, the purpose of the Community Development Grants Working Group will be to review the current application process in line with the Councils Grants Policy and terms and conditions and Policy Framework Guidance applied by the Department of Communities, who part fund the grants scheme.

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As the Community Development Grants are advertised in February each year, the working group will need to be established in order to review the Community Development grants process prior to the 2019 call for applications. It is anticipated that the Working Group will hold its initial meeting in August 2018, at which the terms of reference for the group will be agreed. It is recommended that up to five Elected Members are appointed to the group, which will be supported by relevant staff from the Community Development Team.

RECOMMENDATION

It is recommended that Council nominates up to five Elected Members to a Community Development Grants Working Group to review the current application process in line with the Councils Grants Policy and the terms and conditions and Policy Framework Guidance applied by the Department of Communities.

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