DR THERESA DONALDSONThe Director of Environmental Services tabled a report outlining details of accommodation needs of the Environmental Services Directorate at Lagan Valley Island

26 August 2015

Chairman: Councillor B Hanvey

Vice-Chairman: Councillor T Mitchell

Aldermen: Alderman T Jeffers, Alderman S P Porter Councillors: Councillor N Anderson, Councillor J Baird, Councillor B

Bloomfield MBE, Councillor P Catney, A Givan, Councillor J Gray MBE, Councillor A McIntyre, Councillor T Morrow, Councillor J Palmer, Councillor L Poots, Councillor R Walker

Ex Officio

The Right Worshipful the Mayor, Councillor R T Beckett Deputy Mayor, Councillor A Redpath

The monthly meeting of the Environmental Services Committee will be held in the Chestnut Suite, Island Civic Centre, The Island, Lisburn, on Wednesday, 2 S e p t e m b e r 2015, at 5.30 pm, for the transaction of business on the undernoted agenda. Please note that hot food will be available prior to the meeting from 5.00 pm.

You are requested to attend.

DR THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council

Agenda

1. Apologies

2. Declarations of Interest

3. Minutes of the Environmental Services Committee meeting held on 3 June 2015 (copy attached)

4. Deputation

4.1 To receive Bryson Recycling to make a presentation on options to

expand and improve upon recycling performance within Lisburn & Castlereagh City Council in respect of Item 3 of the Director of Environmental Services’ report

5. Report from Director of Environmental Services

5.1 Departmental Business Plan 2015-2017 5.2 Organisation Design within Environmental Services – Business

Maintenance Arrangements

5.3 Recycling Needs and Opportunities

5.4 Staff Relocation to Bradford Court

5.5 Helm Housing Correspondence

5.6 Proposed Relocation of Loading Bay on Railway Street, Lisburn

5.7 Speed Limit – Ravarnet Road, Ravarnet

5.8 Report from Head of Service (Environmental Health)

5.8.1 Home Accident Prevention Groups 5.8.2 Licensing of Pavement Cafes Act (NI) 2014 5.8.3 Off-Street Car Parking Future Delivery Options 5.8.4 Safety of Sports Grounds (NI) Order 2006 Part III Safety of

Stands at Other Sports Grounds – Regulated Stands 5.8.5 The Local Government (Miscellaneous Provisions) (NI) Order

1985 – Article 3 – Licensing of Places of Entertainment – Renewal of Licence

5.8.6 Petroleum Consolidation Act (NI) 1929 – Renewal of Licence

5.8.7 The Litter (NI) Order 1994 – Failure to Respond to an Article 20

Notice to Obtain Information for a Littering Offence 5.8.8 The Litter (NI) Order 1994 – Failure to Respond to an Article 20

Notice to Obtain Information for a Littering Offence 5.8.9 The Draft Fluorinated Greenhouse Gases Regulations (NI) 2015 5.8.10 Safeguarding in Lisburn & Castlereagh City Council 5.8.11 The Dogs (NI) Order 1983 – Failure to Pay Fixed Penalty Notices 5.8.12 The Dogs (NI) Order 1983 – Update on Prosecutions 5.8.13 The Sunbeds Act (NI) 2011 – Sunbed Testing Exercise 5.8.14 The Safety Advisory Group (SAG) – SAG Update – SAG Minutes

5.9 Report from Head of Service (Operational Services)

5.9.1 NI Amenity Council – LCCC Member Nominations 5.9.2 Damage to Council Plants – Moira Main Street 5.9.3 Tree Maintenance Works

5.10 Report from Head of Service (Technical and Estates)

5.10.1 Borough Cleanliness Survey 5.10.2 Natural Gas Procurement 5.10.3 Commercial Special Collection Request 5.10.4 Carryduff Household Recycling Centre Refurbishment – Service

Relocation Enabling Works - Interim Waste Service Arrangements

5.10.5 Waste Harmonisation Steering Group – Terms of Reference 5.10.6 Northern Ireland Landfill Allowance Scheme 2014/2015 5.10.7 Lisburn City Council and Castlereagh Borough Council Draft

NILAS Reconciliation 5.10.8 Consultation on Geological Storage of Carbon Dioxide in

Northern Ireland – Access to Infrastructure Regulations and Licensing ETC Regulations

5.10.9 Estates Strategy Update

5.10.10 Drumlough Landfill Site

6. Confidential Business Members are asked to open the document in the confidential folder.

6.1 Report from the Head of Service (Technical and Estates) - Tender for the Haulage of Green and General Waste from the Cutts and Drumlough Household Recycling Centres

6. Any Other Business

ooOOoo

To: Members of Lisburn & Castlereagh City Council

Environmental Services Committee 03.06.15

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LISBURN & CASTLEREAGH CITY COUNCIL Minutes of the proceedings of the Environmental Services Committee meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Wednesday, 3 June 2015, at 5:30 pm IN THE CHAIR: Councillor Brian Hanvey PRESENT: The Right Worshipful the Mayor, Councillor R T Beckett Aldermen T Jeffers and S P Porter Councillors N Anderson, B Bloomfield MBE, P Catney, A

Givan, J Gray MBE, A McIntyre, T Mitchell, T Morrow, L Poots (from 6.15 pm), A Redpath (from 6.07 pm) and R Walker

IN ATTENDANCE: Councillor O Gawith Councillor J Tinsley Director of Environmental Services Director of Development and Planning Acting Assistant Director Environmental Services (Technical

Services) (LCC) Operational Services Manager (CBC) Environmental Health Manager (CBC) 1. APOLOGIES Apologies had been received from Alderman D Drysdale, Councillor J Baird and Councillor J Palmer. 2. DECLARATIONS OF INTEREST The Chairman invited Members to declare any conflicts of interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. No Declarations of Interest forms were received. 3. MINUTES OF THE ENVIRONMENTAL SERVICES COMMITTEE MEETING HELD

ON 6 MAY 2015 It was proposed by Councillor B Bloomfield, seconded by Councillor T Morrow and agreed that the minutes of the Environmental Services Committee meeting held on 6 May 2015 and adopted by the Shadow Council at its meeting held on 26 May 2015 be confirmed and signed. 4. DEPUTATION


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4.1 XPELLAIRE – SPECIALIST GUM REMOVAL SYSTEM Members received a presentation given by a representative from Xpellaire in respect of a specialist gum removal system. Discussion ensued on areas within the council area where gum litter might be considered a problem. Options for addressing overall needs in areas such as Lisburn City Centre were considered. Following some questions and discussion, it was AGREED: To note the information presented.

4.2 RPS GROUP – CLOSURE PLAN FOR LANDFILL SITE AT DRUMLOUGH

Councillor P Catney left the meeting at 5.47 pm and returned at 5.48 pm. Alderman Jeffers left the meeting at 6.05 pm and returned at 6.09 pm. Councillor Redpath joined the meeting at 6.07 pm. Members received a presentation given by a representative from RPS Group in respect of the closure plan for the landfill site at Drumlough. Following some questions and discussion, it was AGREED: To approve submission of the Closure Plan to the Northern Ireland Environment Agency (NIEA), with Option 2 as the preferred means of leachate treatment. 5. REPORT FROM THE DIRECTOR OF ENVIRONMENTAL SERVICES

Items for Decision

5.1 CAPITAL REPLACEMENT PROGRAMME 2015/2016 –

OPERATIONAL SERVICES PLANT & EQUIPMENT Councillor L Poots arrived at the meeting at 6.15 pm.

It was proposed by Councillor A Givan, seconded Alderman T Jeffers and AGREED:

a) To commence the procurement process for vehicles, plant and equipment for Operational Services for the 2015/2016 financial year;

b) That Officers update the Committee once the procurement process had been completed.

5.2 TREE MAINTENANCE WORKS

It was proposed by Councillor P Catney, seconded by Councillor A McIntyre and AGREED:


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a) To commence the procurement process in respect of the priority works

identified in a recent tree survey; b) That the cost of the priority tree works be financed through the Repairs

& Provisions budget; c) That Officers update the Committee once the procurement process

had been completed.

5.3 HANGING BASKETS AND WINDOW BOXES It was proposed by Councillor B Bloomfield, seconded by Councillor J Gray and AGREED: To approve the limited continuation of the provision of hanging baskets and window boxes in the Lisburn & Castlereagh City Council area at a cost of £27 each (including VAT).

5.4 REVISED COMMITTEE TERMS OF REFERENCE It was proposed by Councillor T Morrow, seconded by Councillor P Catney and AGREED: To approve the revised terms of reference for the Environmental Services Committee.

5.5 CONTRACT FOR THE SUPPLY OF NATURAL GAS TO COUNCIL FACILITIES

It was proposed by Councillor P Catney, seconded by Councillor L Poots and AGREED: To approve the report in respect of the supply of natural gas to Council facilities.

5.6 TENDER FOR IMPROVEMENTS TO THE CARRYDUFF HOUSEHOLD RECYCLING CENTRE (HRC) TO COMPLY WITH THE NIEA WASTE MANAGEMENT LICENCE

It was proposed by Councillor P Catney, seconded by Councillor T Morrow and AGREED: To approve the adjusted tender and revised programme in respect of improvement works at the Carryduff HRC.

5.7 ENVIRONMENTAL SERVICES BUSINESS PLANS 2015/2016 It was proposed by Councillor P Catney, seconded by Councillor T Morrow and AGREED: To approve the individual service and business plans for the Environmental Services Directorate.

5.8 FOOD SERVICE PLAN It was proposed by Councillor P Catney, seconded by Councillor T Morrow and


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AGREED: To approve the Food Service Plan relating to the service to be provided.

5.9 ENTERTAINMENT LICENSING REVIEW RESPONSE It was proposed by Councillor P Catney, seconded by Councillor T Morrow and AGREED:

a) To approve the submission of the response to the consultation in respect of the Entertainment Licensing Review;

b) That additional comments should be forwarded to the Head of the Environmental Health Service unit.

5.10 CIVIC AMENITY SITES GREEN & GENERAL WASTE HAULAGE

CONTRACT ISSUES It was proposed by Councillor P Catney, seconded by Councillor T Morrow and AGREED: To approve the interim arrangement to extend the current haulage contract for three months to the amenity sites at Drumlough and The Cutts, so as to allow an overall review of the arrangements for long term implementation for the service Items for Noting The Committee agreed that all items for noting should be proposed and seconded collectively following consideration.

5.11 ENVIRONMENTAL SERVICES COMMITTEE REVISED MEETING SCHEDULE OPTION

Members considered the revised meeting schedule option of the second Monday of every month as well as previously raised concerns relating to time constraints should any items require more detailed discussion. However, it was AGREED: That the Environmental Services Committee meeting should continue to take place on the first Wednesday of every month at 5.30 pm.

5.12 ACCOMMODATION NEEDS FOR THE ENVIRONMENTAL SERVICES

The Director of Environmental Services tabled a report outlining details of accommodation needs of the Environmental Services Directorate at Lagan Valley Island. The Director outlined the overall needs of the Directorate and that currently Lagan Valley Island could not accommodate the co-location of the service units.

5.13 ARC21 UPDATE


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The Director of Environmental Services tabled a report outlining a summary of presentations made at the Joint Committee held on 30 April 2015, along with the monthly bulletin of the arc21.

5.14 HARMONISATION OF WASTE COLLECTION AND TREATMENT SERVICES

The Director of Environmental Services tabled a report summarising the overall needs for the harmonisation of waste collection and treatment services for the new council. In response to a query, the Director confirmed that any proposals coming back to Committee would be underpinned by an objective business case. She also sought Members’ views regarding an invitation to Bryson to give a presentation at a future meeting of the Committee and the option of site visits for Members. The Director of Environmental Services advised that details of site visits would be tabled at a future meeting of the Committee, following further consideration by Officers.

a) To invite Bryson to give a presentation to the Committee in respect of harmonisation of waste collection and treatment services;

b) That Officers ascertain suitable dates for site visits for Members’ consideration.

5.15 NORTHERN IRELAND ENVIRONMENT AGENCY (NIEA)

CORRESPONDENCE – PRIORITY WASTE STREAMS The Director of Environmental Services tabled correspondence from the NIEA regarding priority waste streams for Members’ information.

5.16 LOCAL AIR QUALITY MANAGEMENT (LAQM) GRANT APPLICATION

The Environmental Health Manager (CBC) outlined details of the LAQM grant application 2015/2016 regarding continued monitoring of local air quality for Members’ information.

5.17 HOME ACCIDENT PREVENTION (HAP) – BEE SAFE EVENT 2015 The Environmental Health Manager (CBC) outlined details of the HAP Bee Safe event 2015 for Members’ information.

5.18 CARBON MONOXIDE The Environmental Health Manager (CBC) outlined details of promoting awareness of carbon monoxide for Members’ information.

5.19 DOG FOULING BLITZ The Environmental Health Manager (CBC) outlined details of the Dog Fouling Blitz for Members’ information.


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5.20 NOISE COMPLAINT STATISTICS 2014/2015 The Environmental Health Manager (CBC) outlined details of noise complaint statistics in 2014/2015 for Members’ information.

5.21 ‘NEW TO THE JOB’ – JOINT HEALTH AND SAFETY EXECUTIVE OF NORTHERN IRELAND (HSENI) DISTRICT COUNCIL ENFORCEMENT INITIATIVE

The Environmental Health Manager (CBC) outlined details of the ‘New to the Job’ Joint HSENI / District Council Enforcement Initiative for Members’ information.

5.22 SAFETY ADVISORY GROUP The Environmental Health Manager (CBC) tabled a copy of the minutes of the third meeting of the Lisburn & Castlereagh City Council Safety Advisory Group meeting held on 29 April 2015 for Members’ information.

5.23 ANNUAL REPORT FROM THE CHIEF MEDICAL OFFICER FOR NORTHERN IRELAND

The Environmental Health Manager (CBC) tabled a copy of the annual report from the Chief Medical Officer for Northern Ireland for Members’ information.

5.24 REFUSE COLLECTION AND CIVIC AMENITY SERVICES – JULY HOLIDAY ARRANGEMENTS

The Director of Environmental Services outlined details of the July 2015 holiday arrangements for the Council’s refuse collection and civic amenity services for Members’ information.

5.25 PROPOSED ROAD ABANDONMENT – RIVER ROAD, DUNMURRY AND THE GLEBE WAY, MOIRA

The Director of Environmental Services tabled reports in respect of the proposed road abandonment at River Road, Dunmurry, and The Glebe Way, Moira, for Members’ information.

5.26 TRANSPORT PROJECTS DIVISION – ENFORCEMENT OF BUS PRIORITY MEASURES

The Director of Environmental Services tabled correspondence from the Department for Regional Development, Transport Projects Division, relating to the enforcement of bus priority measures for Members’ information.

5.27 INTERNATIONAL COMPOST AWARENESS WEEK 2015 The Director of Environmental Services tabled a report in respect of International Compost Awareness Week 2015 for Members’ information.


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5.28 RECYCLING WEEK 2015 The Director of Environmental Services tabled a report regarding Recycling Week 2015 for Members’ information. It was proposed by Alderman S P Porter, seconded by Councillor A McIntyre and AGREED: That items as set out in the report for noting be noted. 6. ANY OTHER BUSINESS

6.1 CORRESPONDENCE FROM THE DEPARTMENT FOR REGIONAL DEVELOPMENT – GRASS CUTTING IN THE LISBURN & CASTLEREAGH CITY COUNCIL AREA

The Director of Environmental Services referred to previous correspondence from the Department for Regional Development, stating that due to budget constraints they would no longer be able to provide an urban and rural grass-cutting service. The Director stated that she had replied to the correspondence, expressing the Council’s disappointment and had now received a further response stating that the position remained due to significant budget constraints.

6.2 CONSULTATION ENTITLED CO-OPERATING TO SAFEGUARD CHILDREN AND YOUNG PEOPLE IN NORTHERN IRELAND

The Director of Environmental Services advised that the deadline for responses to the consultation entitled Co-Operating to Safeguard Children and Young People in Northern Ireland was 21 August 2015 and, due to the summer recess, she sought approval for Officers to prepare a response for submission by the deadline. AGREED: To grant approval for Officers to prepare a response to the consultation entitled Co-Operating to Safeguard Children and Young People in Northern Ireland for submission by the deadline of 21 August 2015.

6.3 CEMETERY CHARGES QUERY RELATING TO KNOCKBREDA The Director of Environmental Services referred to the Shadow Council policy regarding cemetery charges, which had been progressed at that time to take account of transferring ratepayers to Belfast City Council. The policy at the time did not appear to take account of the arrangements for the Knockbreda Cemetery area and she sought approval to extend the policy to include the former Castlereagh cemetery. AGREED: That the Council’s current policy regarding cemetery charges be extended to include arrangements for Knockbreda cemetery.

6.4 NORTHERN IRELAND LOCAL AUTHORITY COLLECTED MUNICIPAL WASTE MANAGEMENT STATISTICS

The Acting Assistant Director Environmental Services (Technical Services) (LCC) advised that the Northern Ireland Local Authority Collected Municipal Waste


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Management Statistics report had been received and the Council’s response was required by 30 June 2015. There was insufficient time to prepare the submission for the Committee meeting to consider and he sought approval for Officers to prepare a reply for submission which would be approved retrospectively. AGREED: That Officers compile a reply in respect of the Northern Ireland Local Authority Collected Municipal Waste Management Statistics report for submission by the deadline of 30 June 2015.

6.5 CALL MANAGEMENT AT ALTONA DEPOT Alderman Porter advised that he had experienced long waiting times when telephoning the depot or the Council’s HRCs. The Director of Environmental Services replied that Officers were currently investigating this issue.

6.6 HOUSEHOLD RECYCLING CENTRE DUNDONALD (HRC) Alderman Jeffers sought an update in relation to the options for an HRC in the Dundonald area. The Director advised that, as part of the overall review of waste management arrangements, HRC sites would be considered, both in terms of current locations, capacity and wider council area needs.

6.7 WILD MINK IN LAMBEG AREA Councillor Catney advised that a wild mink had been detected in the Lambeg area, at Plumbridge, which was killing wildlife in the area. The Director of Environmental Services agreed to contact the Rivers’ Agency Pest Control to seek their assistance. IN COMMITTEE The Director of Environmental Services referred to Schedule 6, Part 1, Paragraph 7 of the Local Government Act (Northern Ireland) 2014, which declares as exempt ‘Information relating to any action taken or to be taken in connection with the prevention, investigation or prosecution of crime’, and she asked that the next item be considered In Committee. It was proposed by Alderman S P Porter, seconded by Councillor P Catney and AGREED: That Item 6.8 be considered In Committee.

6.8 NOISE COMPLAINT The Director of Environmental Services outlined details of legal proceedings in respect of a noise nuisance case which had commenced with the former Lisburn City Council. The Director advised that the Council had now received a writ in respect of this ongoing case and that the legal advisors were dealing with the response. The Director confirmed that Counsel advice was required and, once further information was available, she would update Members. AGREED: That the update in respect of the writ received be noted.


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There being no further business, the meeting ended at 7.00 pm. Chair: Date:

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE - WEDNESDAY, 2 SEPTEMBER 2015 REPORT BY DIRECTOR OF ENVIRONMENTAL SERVICES PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council. The following items are for decision:

It is recommended that Members approve the Departmental Business plan for the Environmental Services Directorate.

It is recommended that Members give approval for the option of building maintenance to be hosted by either Operational Services or Technical and Estates Services. It is further recommended that the preferred option be presented as part of the overall organisational design report being brought forward in October.

The following items are for noting:

It is recommended that Members note the information regarding recycling needs and opportunities and receive the presentation from Bryson Recycling on options to expand and improve upon recycling performance within Lisburn & Castlereagh City Council.

It is recommended that Members note the update in respect of temporary service

relocation to Bradford Court.

It is recommended that Members note receipt of the correspondence from Helm

Housing Association and await a further report on the requested site.

It is recommended that Members note the information from Transportni regarding

the proposed relocation of the loading bay on Railway Street, Lisburn.

It is recommended that Members note the Transportni proposal to introduce a

50mph speed limit at Ravarnet Road from its junction with A1 Hillsborough Road.

It is recommended that the report from the Head of Service (Environmental Health) be considered.

It is recommended that the report from the Head of Service (Operational Services) be considered.

It is recommended that the report from the Head of Service (Technical and Estates) be considered.

ITEMS FOR DECISION 1. DEPARTMENTAL BUSINESS PLAN 2015-2017

Attached as Appendix 1 is the departmental business plan for the Environmental Services department. The plan has been prepared to take account of the 2015-2017 Corporate Plan commitments and also the new service delivery arrangements over the first two year period of the new council. Members will be aware of the ongoing development of the organisational design and consequently the finalised structure for the department is not yet concluded. Detail on the proposed structure methodology has been addressed within the report and it is envisaged that the finalised structure will be brought to committee in October. Members are advised of ongoing arrangements with other councils insofar as sub regional arrangements continue to be finally agreed upon, primarily this includes animal welfare and emergency planning arrangements. Operational structures to support these functions have therefore been set outside of the proposed structures at this stage as lead councils have not yet been agreed. Furthermore, in respect of sub regional and regional emergency planning arrangements, an ongoing review which was commissioned by the Local Government Chief Executives’ Group will not be concluded until October 2015 and it is anticipated that this review will make regional recommendations. These will then be brought back to committee so as to consider from an LCCC perspective. Given that this is the first year of the new Council, service delivery arrangements work will be initiated on establishing baseline information so as to allow the development of key performance indicators (KPIs). Within the new legislative framework for performance improvement, focus will be on service quality and the KPIs developed will also drive outcome-based performance.

Recommendation

It is recommended that Members approve the Departmental Business plan for the Environmental Services Directorate.

2. ORGANISATION DESIGN WITHIN ENVIRONMENTAL SERVICES - BUILDING

MAINTENANCE ARRANGEMENTS

Members may recall the proposals for service functionality within the Environmental Services Directorate whereby it was agreed to host building maintenance services within the Operational Services Unit. In developing the detail for the respective service units, consideration is now being given to the ‘best fit’ for building maintenance and whether these needs are best met from Operational Services or Technical and Estate Services.

The process for the next stage of organisation design is well underway and, in keeping with the protocol for organisation design, the draft structures will be considered by Corporate Management Team before being presented to Council in October. So as to maintain the momentum of the programme the options for building maintenance will continue to be considered. It is therefore possible that the draft structure that is presented to Members for consideration in October may have proposals which differ from that which was considered earlier this year. The proposal which comes forward, if different, will be supported by the relevant information. At this stage I am bringing this to Members’ attention for approval in principle so as to allow the two options to continue to be explored and substantiated.

Recommendation

It is recommended that Members give approval for the option of building maintenance to be hosted by either Operational Services or Technical and Estates Services. It is further recommended that the preferred option be presented as part of the overall organisational design report being brought forward in October.

ITEM(S) FOR NOTING 3. RECYCLING NEEDS AND OPPORTUNITIES

Members will be aware of the Council’s Waste Management plan and the work progressed through the arc21 partnership. Not only is the cost of waste going to landfill becoming debilitating to the Council, but developing legal requirements are also setting a higher performance standard in terms of recycling. The Waste Framework Directive (WFD) set a statutory recycling target (including preparing for reuse) of 50% of household waste by 2020. The Northern Ireland Executive’s Programme for Government introduced an interim recycling target for household waste of 45% by 2015, however, the Department of the Environment (DoE) is considering a 60% statutory recycling target for local authority collected municipal waste by 2020. The European Commission is currently considering further proposals for a recycling target of 70% of municipal waste by 2030 in addition to proposals that would prohibit the burying of recyclable waste in landfill as of 2025.

The provisional unverified recycling rates for the former legacy Councils for the 2014/15 financial year are as follows:

Lisburn City Council 41.32%

Castlereagh Borough Council 40.93%

Attached as Appendix 2 and 3 to this report are two recent press articles detailing approaches by two mainland councils to increase recycling performance. The articles provide very useful background on how waste management services were managed and changed so as to induce increased recycling.

At the June meeting of Committee Members received a report which detailed proposals for overall waste harmonisation needs. In recognising the need to increase recycling performance the Committee agreed to receive a presentation from Bryson. Currently Bryson services approximately 13,700 households in the extant Castlereagh area by way of 55 litre kerbie boxes, collected by kerbside sort on a weekly basis. In addition, approximately 800 households are serviced by way of a triple stack box system (wheelie box) collected by kerbside sort on a weekly basis. Bryson will be attending the Committee meeting to make a presentation on options to expand their current model and the financial information to support the expansion. Recommendation

It is recommended that Members note this information and receive the presentation from Bryson Recycling on options to expand and improve upon recycling performance within Lisburn & Castlereagh City Council.

4. STAFF RELOCATION TO BRADFORD COURT

Members are aware of the Council decision to relocate some service units from

Lagan Valley Island to Bradford Court for an agreed period of time and

preparatory arrangements are underway so as to ensure services can be

sustained during any transfer arrangements. Satellite services would need to be

sustained at Lagan Valley Island during the relocation period. A project plan and

communications strategy will be progressed by Corporate Services and

communicated to all key stakeholders.

Operational Services staff currently located at Bradford Court have commenced

plans to permanently relocate to Altona depot. The depot will be the

headquarters for Operational Services.

Recommendation

It is recommended that Members note the update in respect of temporary service

relocation to Bradford Court.

5. HELM HOUSING CORRESPONDENCE

Members are advised that correspondence has been received from Helm Housing Association dated 16 June 2015 (Appendices 4 and 5 refer). The association is making enquiries about the option of a site which currently operates as Benson Street off street car park. Officers are currently obtaining further information in respect of the inquiry. This request should not be considered in isolation and needs to be considered within the framework of the Lisburn City Centre Master Plan, the commercial outcomes of the proposal and the longer term needs of the local area plan. Whilst the Environmental Health Service is responsible for the operations of the off street car parks, this request needs to be considered from a strategic perspective and therefore it would be somewhat premature to confirm if this is a viable option with Helm at this stage.

Once further information is available from Helm, and officers have had the opportunity to consider the wider implications of such a proposal, a further report will be brought back for Members’ information and consideration. An update is also being taken to the Development Committee as this impacts upon Economic Development and the Lisburn City Centre master plan.

Recommendation

It is recommended that Members note receipt of the correspondence from Helm Housing Association and await further a further report on the requested site.

6. PROPOSED RELOCATION OF LOADING BAY ON RAILWAY STREET, LISBURN Attached as Appendix 6 is correspondence from Transportni in relation to the relocation of a loading bay on Railway Street. As Members will read, this relocation has now been executed, however, due to a complaint from an adjacent property, the location has been amended. A site map shows the detail of the location. Recommendation

It is recommended that Members note the information from Transportni regarding the proposed relocation of the loading bay on Railway Street, Lisburn.

7. SPEED LIMIT – RAVARNET ROAD, RAVARNET Attached in Appendix 7 is correspondence, including a location map, from Transportni. Members will note the proposal to introduce a 50mph speed limit at Ravarnet Road from its junction with A1 Hillsborough Road. Recommendation It is recommended that Members note the Transportni proposal to introduce a 50mph speed limit at Ravarnet Road from its junction with A1 Hillsborough Road.

8. REPORT FROM THE HEAD OF SERVICE (ENVIRONMENTAL HEALTH) Please find attached, in Appendix 8 the report from the Head of Service (Environmental Health) in respect of items under his remit. Recommendation It is recommended that the report from the Head of Service (Environmental Health) be considered.

9. REPORT FROM HEAD OF SERVICE (OPERATIONAL SERVICES) Please find attached, in Appendix 9 the report from the Head of Service (Operational Services) in respect of items under his remit. Recommendation It is recommended that the report from the Head of Service (Operational Services) be considered.

10. REPORT FROM HEAD OF SERVICE (TECHNICAL AND ESTATES)

Please find attached, in Appendix 10 the report from the Head of Service (Technical and Estates) in respect of items under his remit. Recommendation It is recommended that the report from the Head of Service (Technical and Estates) be considered.

HEATHER MOORE DIRECTOR OF ENVIRONMENTAL SERVICES 24 AUGUST 2015

Appendix 1 LCCC ES Department Business Plan

ENVIRONMENTAL SERVICES

DEPARTMENTAL

PLAN

2015 - 2017


CONTENTS

PART I Page

i. INTRODUCTION 4

2. DEPARTMENT 2.1 Departmental Purpose 6 2.2 Departmental Objectives 2011 – 2015 6 2.3 Summary of Year 1 Departmental Tasks 7 2.4 Supplementary Cross Cutting Objectives 9 3. FINANCIAL INFORMATION 12 4. MONITORING AND REVIEWING DEPARTMENTAL PLANS 13

5. ORGANISATIONAL CHARTS 5.1 Council Structure 15 5.2 Council Committee and Reporting Structure 16 5.3 Overall Departmental Organisational Structures 17

PART II – Implementation Details

Year 1 Implementation Details set out in tabular form for all Service Units 19 Appendix A: Environmental Services Committee Terms of Reference 41


PART I


1. Introduction

This Business Plan sets out the key aims, goals and objectives that the Environmental Services Department will strive toward over the two years from 01st April 2015 to 31st March 2017. The plan differs from those developed for previous years in that it seeks to take account of the merger, on 01st April 2015, of the former Castlereagh Borough and Lisburn City Councils to form the new Lisburn & Castlereagh City Council. The new Council covers an area of 200 square miles, spilt into 7 wards and has 156,000 residents housed within 56,000 dwellings. The new Council has had to take account of a number of new duties and responsibilities imposed by:

The Local Government Bill (Northern Ireland) 2014;

The Local Government (Performance Indicators and Standards) Order (Northern Ireland) 2015 and;

The Draft Guidance for Local Government Performance Improvement 2015.

This steers the most radical changes to local government in Northern Ireland in forty years.

Part 12 of the Local Government Act (NI) 2014 puts in place a new framework to support continuous improvement in the delivery of council services, in the context of strategic objectives and issues that are important to those who receive our services. To show how we will meet these requirements, we will gather information relating to our services and report annually on our performance against indicators which we have set or that have been set by statute, to assess improvements. Whilst performance will be measured and indicators developed, the focus of service delivery will also be to embrace wellbeing and look towards outcomes based service planning and delivery. Service delivery which is shaped to link social, economic, environmental and democratic outcomes will improve wellbeing. To develop services in this way will require partnerships to be further developed and nurtured as improvements in wellbeing cannot be achieved by any sole agency. Achieving well-being outcomes will require action in partnership both within the council and the wider sector and developing a new relationship with the citizens we serve. There is a clear link between the Council’s performance improvement regime and the new duty to facilitate a community planning process. Community planning focuses on achieving better outcomes for citizens through the collaborative working of organisations to improve service delivery and the economic, social and environmental wellbeing of citizens. A successful community plan will consist of a long term vision for the entire Council area, underpinned by a set of outcomes identified for key themes, with clear accountability and interim performance measures. The community planning process should achieve better integration of public sector services and investment resulting in clear and measurable performance improvements for all. The Council is also required to prepare an improvement plan which the Environmental Services Department will form a part of, containing improvement objectives. These will include strategic objectives for the longer term as set out in both the Corporate and the community plan.

The legislation sets a range of key areas that may form the basis for Departmental focus for the year. These as:- (a) Strategic effectiveness;

(b) Service quality;

(c) Service availability;

(d) Fairness;

(e) Sustainability;

(f) Efficiency; and

(g) Innovation. For 2015/16 the Environmental Services Department have adopted “Service Quality” as its improvement theme. To measure and report on performance in this area, the Department must put in place measures to set improvement objectives, to consult with interested parties and to work in such a way as to secure the set improvements and to report on improvements on an annual basis. As a means of helping us to meet these new duties and responsibilities, the Environmental Services Department is in the process of developing a number of cross cutting community aims and objectives that will enhance the effectiveness and viability of Departmental Business Plans. These will be included in future versions as they become available and are agreed and adopted. The Council’s community plan will identify a number of long term outcomes using a reliable evidence base as a starting position and as a means of developing decisions against which progress can be monitored. The Environmental Services Department will monitor its performance and publish performance data annually, against the objectives identified in our improvement plan using tools such as objective setting, action plans and Departmental Business Plans. Departmental Heads of Service have been provided with a resource pack to aid them in meeting the challenges of the new operating environment and to help assist in meeting the needs of our customers as efficiently and effectively as possible.

ii. ENVIRONMENTAL SERVICES DEPARTMENT

2.1 Departmental Purpose

“To promote and effectively contribute through collaborative strategic partnerships a clean, sustainable, safe, attractive and healthy city, for the benefit of all our citizens and visitors.” The Directorate reports to the following committee, the functions of which are as follows:-

Environmental Services Committee: All matters relating to Operational Services, Technical and Estates Services and Environmental Health– these include waste collection and disposal, recycling, street cleaning and litter enforcement, cemeteries, building and grounds maintenance, food safety, pollution control, dog control, health and safety, construction and estate services.

Terms of reference for the committee have been approved and are attached as Appendix A.

2.2 Departmental Objectives 2015-17

i. To take a lead role in improving the environmental sustainability of the Council area. (Corporate Plan Strategic Themes 2, 3, 4 & 5).

ii. To promote the sustainable development of the Council area’s physical and social

infrastructure as part of the Northern Ireland Executive’s Programme for Government framework; (Corporate Plan Strategic Themes 1, 2, 3 & 4).

iii. To undertake appropriate activities to assist in the improvement of the health and wellbeing

of communities and to sustain a safe, clean, attractive and prosperous city for all citizens by partnering with the wider ‘Health family’ agencies and other bodies, (Corporate Plan Strategic Themes 1, 2, 3 & 4).

iv. To provide and develop best value for money services and sustainable environmental

management practice through collaboration and continuous improvement by encouraging and adopting best practice, innovation and creativity in the provision of quality services; (Corporate Plan Strategic Themes 2, 4 & 5).

v. To secure the provision of best quality services through the motivation and development of

departmental staff and the use of effective collaborative procurement and partnerships; (Corporate Plan Strategic Themes 3, 4 & 5).

vi. To build on the ethos of continuous improvement and customer focus and embrace change as

necessary to ensure an effective and efficient allocation of resources in modern service delivery; (Corporate Plan Strategic Themes 1, 3 & 5).

vii. To achieve waste management plan objectives by working with arc 21 to develop and deliver

the policies and infrastructure required to sustainably deal with waste at both a regional and local level; (Corporate Plan Strategic Themes 3, 4 & 5).

viii. To meet the obligations the department has in relation to emergency planning matters, including local, sub regional and regional arrangements; (Corporate Plan Strategic Themes 3 & 5).

ix. To promote wellbeing and prioritise service impact and outcomes, focusing on how citizens lives are improving from the services provided; (Corporate Plan Strategic Themes 1, 2, 3, 4 & 5).

x. To contribute to the Community Planning process through endorsement of community focus in all aspects of service planning, delivery and review. (Corporate Plan Strategic Themes 1, 3, 4 & 5).

2.3 Summary of Year 1 Departmental Tasks

Detailed Tasks for Year 1 of the Plan for all Service Units/Sections are included at Part II of this document and a summary of these tasks is set out below. Environmental Health

Strive to ensure that any food supplied for human consumption that is produced, stored, distributed, handled, consumed, sold or imported within the Lisburn & Castlereagh City Council area is without risk to the health and safety of the consumer.

Ensure that all those responsible, secure the health, safety and welfare of persons at work and other people that may be affected by work activities, within the Council’s field of responsibility.

Minimise pollution from industrial, commercial and domestic sources and safeguard the public health and the environment from any adverse effects.

Promote responsible dog ownership throughout the Council area through education and enforcement of the Dogs (NI) Order.

Ensure that consumer products on sale to the general public are safe for their intended use.

Protect the public health by the elimination of public health problems, both present and historic, including nuisances in dwellings and land contamination, eradicating rodent and insect pests, assessing fitness and disrepair in private rented housing sector and monitoring drinking and bathing waters.

Provide a robust, prepared and focussed Emergency planning function to assist in positioning the Council to respond to incidents within the Council area and where necessary adjacent areas.

Approve and monitor licensing of Public entertainment, street trading and amusement arcades to ensure safety of public and to ensure any proposed land development does not give rise to Public Health or wellbeing issues to existing or proposed occupiers.

Ensure that all financial and business systems within the Service are developed, enhanced and delivered in an environment that will provide best service delivery to the organisation and its users.

ENVIRONMENTAL SERVICES DEPARTMENTAL PLAN – Part 1

Develop and manage functions that have transferred to the Council as of 01st April 2015. Integrate wellbeing as part of the community planning process at the core of service planning and delivery. Working with the statutory partners such as Health, PSNI and Education, to progress and grow Community Planning across the Council area, to maximise efficiencies and opportunities for all our residents, business sector and visitors. Operational Services

Provide and deliver quality services to all citizens of the city and ensure continual performance improvement through innovation and the use of technological advances.

Ensure performance standards are achieved and maintained through the efficient utilisation of available resources.

Co-ordinate and deliver a waste collection service which meets the requirements and challenges of the Council’s Waste Management Plan

Co-ordinate and deliver a street cleansing service to ensure delivery of the Clean Neighbourhoods agenda.

Working in conjunction with colleagues within the Council’s Leisure Services Department and local communities, maintain local parks and play areas to the highest standard thus ensuring green and safe recreational environments for the citizens of and visitors to the Council area and engendering a sense of pride and ownership within the community.

Position the Cleansing and Parks sections to provide meaningful engagement with and services to the local community through commitment to the Council’s new Community Planning and engagement responsibilities.

Manage and maintain the Council’s fleet to support service delivery whilst optimising routes and other efficiencies to reduce costs.

Provide and sustain a building maintenance programme for all council facilities which ensures all operational needs of service users are met.

Integrate wellbeing as part of the community planning process at the core of service planning and delivery. Working with the statutory partners such as Health, PSNI and Education, to progress and grow Community Planning across the Council area, to maximise efficiencies and opportunities for all our residents, business sector and visitors

Technical and Estates Services

Ensure the implementation of Lisburn & Castlereagh City Council’s waste management plan focussing on diversion of waste from landfill by:


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Promoting and facilitating participation in domestic and commercial recycling opportunities;

Encouraging and increasing recycling performance across the entire council area through Council civic amenity sites ;

Working within the arc 21 waste plan to develop and deliver sub – regional policies, services and facilities necessary to ensure sustainable waste management practices.

Direct and develop sustainable development and environmental management integration within the Council including:-

Managing the Council’s energy use to ensure delivery of the CRC energy efficiency scheme principles;

Promoting sustainable waste management practises;

Sustainable construction methods, materials and processes such as Health and Safety and including at the pre and post tender stage of all projects.

Work to design, procure contract manage a range of construction, waste and other environmental projects to better meet the needs of citizens.

Develop the use of GIS within Technical Services and promote use within Council Departments

Work with external agencies and local communities to deliver Council environmental improvement strategies

Provide a property services function including Asbestos and Legionella registers and associated management plans and monitor vacant Council property

Manage aftercare arrangements for the Moss Road and Drumlough Landfill sites.

Provide adequate cemetery provision for the entire Council area.

Integrate wellbeing as part of the community planning process at the core of service planning and delivery. Working with the statutory partners such as Health, PSNI and Education, to progress and grow Community Planning across the Council area, to maximise efficiencies and opportunities for all our residents, business sector and visitors.

2.4 Supplementary Cross-cutting Objectives As well as the core objectives relating to the work of all departments, there are a number of supplementary cross-cutting objectives which impact across the entire operation of the Council and accordingly on all departments. These objectives are as follows: 2.4.1 Promotion of Equality of Opportunity and Good Relations


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The revised Section 75 Guidance now emphasises the outcomes and impact of implementing any policy on the promotion of equality of opportunity and good relations across the designated groups. A revised Equality Scheme was put in place in place in 2012 and detailed action plans are produced annually.

Departments are required to work with the Equality Officer in securing implementation of the Equality Scheme, Disability Action Plan and associated action plans as relevant. This includes continuation of mainstreaming, screening/impact assessment as necessary, appropriate monitoring activity and data collection, working towards written policies in all areas of responsibility, participating as required in awareness/information sessions, regular liaison meetings with the Chief Executive’s Office, and any relevant Working Group activity.

The Department seeks to enhance the promotion of good relations, and will work as required and as appropriate with the Community Services Department and the Good Relations Officer in relation to the implementation of the Council’s Good Relations Strategy.

2.4.2 Effective General Management of Departments The Department will continue to incorporate risk management principles into the various activities of the Department, and participate as required in the ongoing mainstreaming of risk management across the Council. In addition, we will:-

Take steps to ensure that levels of absenteeism meet any current Departmental and/or Council targets.

Support the development and implementation of an employee performance management framework.

Ensure all complaints from members of the public are dealt with in accordance with the Council’s customer care system and related procedures, as well as giving consideration to improvement opportunities which may arise from complaints investigation or reporting.

2.4.3 Effective and Efficient Financial Management of Departments

Ensure effective financial planning and the most efficient use of resources.


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Operate annually within agreed budgets. 2.4.4 Continuous Performance Improvement Activity The Local Government (Performance Indicators and Standards) Order (Northern Ireland) 2015 (the Order), contains performance indicators and standards for a range of Council functions, chief among these for the Environmental Services Directorate is waste management. The indicators and standards for waste management contained within the legislation collect data on recycling and waste to landfill and to monitor council performance on the landfilling of waste. The Order will only apply for the 2015-16 financial year, but future legislation will consolidate and expand on its provisions. Environmental Services is committed to developing a number of further improvement measurements to track performance across time. These will be used to inform management decision and to drive effectiveness and efficiency across all our services in the years to come. As outlined earlier in this plan regard will be had to outcomes based performance as well-being will be at the heart of service delivery.

2.4.5 Transformation Programme – Change Management and Cross-

departmental Working

Participating in implementation of changes arising from the Reform of Local Government and incorporating the extant and forthcoming Northern Ireland Executive’s Programme for Government.

Working in accordance with the principles of good change management.

Working with the Chief Executive’s Office in any required activity relating to change, cross departmental working and transformation, as well as relating to any initiatives from government which are associated with the reform programme.

As part of the community planning function, focus on achieving better outcomes for citizens, through facilitating, encouraging and taking part in collaborative working across organisations with particular emphasis on health, waste reduction and wellbeing.

2.4.6 The Council’s Performance Improvement Plan and other relevant

initiatives

Working with the Chief Executive’s Office in undertaking our statutory performance improvement plans as well as other


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internal initiatives relating to the measureable improvement, collaboration and efficiency of all aspects of the Directorate.

Actively participating as required in any Working Groups/Projects relevant to the above activities.

2.4.7 Council Principles

Ensuring the Council Core Values are adhered to in the work of the Department and in how Officers work and conduct themselves:

- Accountability - Civic Leadership - Transparency - Inclusivity - Value for Money - Excellent Standards

2.4.8 Effective Service and engagement with Citizens/customers

In undertaking our obligations relating to Community Planning, the Department will engage as part of the ‘Community Conversations’ across the Council area.

By utilising the Council’s the Council’s Customer Care system, the Department will seek to ensure a high level of customer care in all engagements with citizens/users. We will monitor and analyse our customer engagements in order to improve our performance and to learn from our experiences.

In addition to our involvement with the planned ‘Community Conversations’, we will promote other appropriate engagement and communication with citizens and all users of our services, including seeking their views, dealing with their concerns and contributing to the various publications which keep them informed of Council work and achievement.

2.4.9 Sustainability/Environmental/Green Issues

The Department will continue to give due consideration to relevant sustainable development issues in relation to departmental work and activities.

An integrated approach with other relevant key agencies will be developed and maintained as part of the new Community Planning initiative.


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2.4.10 Partnership and Co-operative Working

In keeping with the new Community Planning obligation Councils have statutory responsibility for, the Department will actively seek out opportunities to work in cooperation and partnership with other Councils, public agencies, and the private, voluntary and community sectors to improve service delivery by working co-operatively and toward common aims. We recognise the need to engage in partnership so as to promote the wellbeing and outcomes based agenda.

2.4.11 Strategically Important Development The Department will engage with the wider Council to consider development planning into the longer term, to grow and advance strategic direction and to ensure all areas of the Department work towards an agreed, long term common goal. Areas of importance include:-

The new Local Area Plan

A comprehensive departmental and council wide communications plan

The performance improvement plan.

3. FINANCIAL INFORMATION

The agreed expenditure budget for the Environmental Service’s Department for the year 2015/16 is £20,637,905.00 The Budgeted expenditure for each unit within the Environmental Services Department is as follows:

Service Unit

2015/2016

Environmental Health Service Unit £2,054,019.00

Operational Services Unit £10,085,130.00

Technical & Estates Service Unit £7,538,840.00

Director of Environmental Services £959,916.00

TOTAL £20,637,905.00

4. MONITORING AND REVIEWING DEPARTMENTAL PLANS This Plan will be measured, using existing and newly created performance measures as detailed in part II. Additional performance measures will be created and


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introduced throughout the year. All performance measures and key performance indicators will be divided into two types:-

a. Statutory Measures – performance indicators that are set out within,

and are mandated, by legislation;

b. Management Information – data that are collected, collated and analysed in order to increase effectiveness, efficiency and to reduce costs.

These measures will evolve over time to take account of changes in the operating and strategic environments and to ensure management has the right information at the right time in order to inform the decision making process.


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Departmental and Service Unit Structure

The Environmental Services Directorate will not have the formal and finalised staffing plan in place from the outset of this business plan. The services will be delivered initially using the existing staffing arrangements taking account of operational needs where necessary and making interim adjustments to meet service needs. As the structure develops and ultimately is confirmed the business plan will be revised as necessary. Some aspects of the service which remain to be considered regionally, i.e. Emergency Planning and Animal Welfare, will not be formally integrated into the proposed structure until confirmation and agreement has been

reached with the relevant stakeholders on the proposed arrangements.

The Council has endorsed the development and implementation of a two year structure. This will be the most appropriate arrangement to allow the new council to ‘bed in’. There will be the need to revisit and review the structure within the next two years as the Council gets a better understanding of the needs of the community and the impacts of any changes. The Community Planning role will continue to evolve during this time and the needs placed on the Council insofar as facilitating this process will also influence future organisational needs and arrangements. Functions that have transferred in to the Environmental Services Directorate specifically will continue to be assessed and reviewed so as to ensure the structure that is designed is commensurate with the needs of the service. The review of the Department’s and service unit structures will be in alignment with the two year corporate plan.

The Departmental design of the Environmental Services Directorate will follow the principles as set out in the Lisburn & Castlereagh City Council Protocol for Organisation Design. The structure of the Directorate will be progressed and finalised in accordance with the HR work plan. The set of design principles as defined in the protocol will be followed in determining the structure. These principles have streamed from the Council’s Corporate Plan 2015/2017 which outlines the Vision, Values and Strategic Themes of the Council and are as follows:

Joined Up Services

Join services and develop partnership working to focus on outcomes for customers making a seamless interaction where possible;

Ensure that front line services are able to pull on the support they need from other services in a collaborative way.

Accessibility to Services

Deliver a professional, high level service in all that we do ensuring all customers receive a consistently high level, timely and quality service;

Improve internal and external accessibility to council information and services


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Clear Accountability

Skilled, knowledgeable, empowered staff with attitudes and behaviours that support the service and the authority;

Provide strong Governance with clear purpose and focus; and effective and accountable decision-making.

Cost Effective and Efficient

Focus on affordability and financial planning to provide financial assurance and accountability by driving down costs and waste;

Ensure value for money by providing services the right way, that are of the right quality and level and cost that reflect he needs and priority of customers, ratepayers and the wider community.

Create Opportunities for Increasing Income

Identity future resource requirements, joint working and shared service arrangements to establish and support income generation;

Ensure efficiency not avoidance and finding ways to increase income opportunities.

These five design principles have driven the choice of the Departmental structure currently in place and must also be used as a basis for the development of Unit structures.

In addition to the design principles as set out above a number of design guidelines

have been identified. The design guidelines will take precedent over the design

principles and must be met in the first instance. The design principles will be weighted in accordance with the needs and priorities of the Environmental Services Departmental and Service Unit Plans. Design Guidelines (All of equal weighting)

Corporate Plan

Departmental and Unit Plan priorities

Create a structure which can be implemented well within the review period of 2017.

Create a structure which will minimise disruption of service delivery.

Be within the existing staffing budget with any proposed increase in budget being agreed with the Director of Corporate Services. (Any increase in staffing budget will be dealt with as a redistribution of the cost across the directorate(s) and approval sought through Committee).

The application of the design principles and guidelines will jointly inform the structure, roles and responsibilities that are needed to deliver and sustain the services herein.


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There are many structural design options to consider in forming a Department. In moving forward each option will be considered on the basis of meeting Corporate and Departmental needs along with functionality, geographical needs, customer needs and also exploiting technological opportunities where possible.

ENVIRONMENTAL SERVICES DEPARTMENTAL PLAN – Part I

Lisburn & Castlereagh City Council Structure

Elected Members (40)

Chief Executive

Director of Environmental

Services

Director of Corporate Services

Director of Leisure & Community Services

Director of Economic Development &

Planning


Lisburn & Castlereagh City Council Committee & Reporting Structure

Corporate Services Committee 2nd Tuesday (monthly)

Development Committee 1st Wednesday (monthly)

Leisure & Community Development Committee

1st Tuesday (monthly)

Governance & Audit Committee

2nd Tuesday (monthly)

Environmental Services Committee

1st Wednesday (monthly)

Members of the Council (40)

4th Tuesday (monthly)

Planning Committee 1st Monday (monthly)


ENVIRONMENTAL SERVICES DEPARTMENTAL STRUCTURE

Formalised Staffing Structures are in the process of being created and approved. These are expected to be in place by October 2015 and will be inserted into the plan once agreed.

Director Of Environmental Services (Mrs. H. Moore)

Head of Operational Services

Head of Environmental Health

Business Support Manager

PA to DES

Head of Technical & Estates

Administrative Assistant


PART II

ENVIRONMENTAL SERVICES DEPARTMENTAL PLAN - Part II

Environmental Services Department Service Unit – Environmental Health Service

Implementation Details -Year 1

Service Unit Task Departmental Objective which Tasks relates To

Target Date for Task

Lead Officer Any Departmental Policy/Strategy relevant to Task

How will progress be measured And desired outcomes

Inclusivity Promote and encourage Inclusivity through the introduction of appropriate plans and strategies to ensure that L&CCC meet the needs of different groups within the Community

Promote and assist new and existing businesses within all sectors of the community

To provide communication to L&CCC ratepayers giving them guidance of all Environmental Health matters. In conjunction with Community Services set up and attend Roadshows each year of the plan to meet and communicate with residents and to provide them with

March 2016 March 2016 March 2016

Nominated Head of Service

Council Corporate Plan Environmental Services Departmental Strategy Business Plan Food Service Plan Cleaner Neighbourhood and Environmental Act.

Investigate and review opportunities to provide assistance and guidance. Act on findings. By providing appropriate, up to date information to all Council householders and businesses on request and via website, council publications and social media. Achieve an 80%+ satisfaction rate on returned questionnaires


Citizen and Business Foster a Customer (Citizen and Business) focused council, meeting the customer needs in an effective and efficient manner Engages with Stakeholders Provide a Council which effectively engages with stakeholders to understand critical issues, making the Council part of the Community Community Development Support and promote Community Development and nature a shared civic identity, ensuring people-centred services that enables out community/voluntary sector to play an active role in shaping and developing their communities and place Promote Promote and nurture a shared civic identity process to strengthen personal, social and economic wellbeing and to enhance the lives of people who work, live and socialise within the Council area

useful information on a range of areas. To carry out a survey of users of Environmental Health to ensure all customer needs are met All external communication to be tailored to the needs of individuals and local businesses. To assist in the establishment of Community resilience groups to help build capacity in communities to deal with emergencies that will input into communication planning within the Council. To have a formal relationship with the

March 2016 March 2016 December 2015 December 2015

within those residents who directly engage with the process. To establish a relationship with and provide every business and individual that is subject to intervention with tailored or interactive communication within 14 days of initial contact. To identify and make contact with potential community groups who would benefit. Encourage the setting up of and attend all meetings held. Make contact with and offer to meet with relevant bodies on a quarterly basis.


NIHE and PSNI in respect of cases, which may become the subject of Antisocial Behaviour Orders.

Economic Development Support Economic Development through working with local businesses and their representative organisations to help identify and address issues and to capitalise on the opportunities that the coming years bring

Comment on Planning Applications from an Environmental Health Perspective Provide information, advice and recommendations on environmental health issues in new business premises. Ensure the Off Street Parking strategy meets the needs of the commercial and business sectors, the local community and visitors to Lisburn



Council Corporate Plan Departmental Strategy Business Plan HSE / District Council Joint Strategy Litter (NI) Order 1994

Respond to consultations and request for consultation and provide recommendations within the set timeframes. Provide practical assistance with business start-ups, other Council departments and other government agencies within the new Council area. Follow up all requests for assistance within 10 days of initial contact. Respond in accordance with approved procedures and policies and maintain regular consultation with City Centre management and the Council’s Economic development Unit. Research and Identify funding opportunities and work with the Council’s Grants officer to take


city centre, Moira and Hillsborough. Engage with regional, national and European organisations to attract and optimise funding opportunities to support the area. Engage with a range of service providers within the area to ensure safety at outdoor events is planned in advance to help ensure the experience is fully enjoyable for visitors, residents and participants.

March 2016 March 2016

advantage of any grants available to support and improve the area.

Positive place to live work and visit Create a positive, place to live work and visit and preserve the natural environment for the future Sustainable Development

Consultation on the application of the Clean Neighbourhood and Environment act to the control of dogs on specified land in the Council area

December 2015 March 2016


Council Corporate Plan Departmental Strategy Business Plan

Carry out consultation. Bring forward proposals and recommendations.


Promote sustainable development through planning, policy and action

Support and encourage Community Groups to take responsibility for their environment Work across Environmental Services to develop a model of litter control and monitoring, focusing on “hot spots” by December 2015. To carry out service delivery in accordance with the Sustainable Audit Matrix Review Council bye laws relating to Environmental Health services.

March 2016 March 2016 March 2016 March 2016 March 2016

HSE / District Council Joint Strategy Litter (NI) Order 1994

Provide assistance and advice to community groups in keeping with Community clean ups and best kept City/towns competitions. Respond to all littering and illegal dumping complaints and record these on GIS platform to continually monitor hotspots and develop enforcement and education activities proportionately. Respond in accordance with approved procedures and policies and the Sustainable Audit Matrix. Ensure that sustainability is at the forefront of the Service Unit’s actions. Continue to develop and implement the Councils sustainable development strategy.

Clean Healthy Environment Progression of all littering offences in Parks and open

March 2016


Cleaner Neighbourhood

To ensure 90% of offences are dealt with in 3 working days.


We will provide a clean, healthy environment maintaining parks and open spaces, manage street cleaning and collect bins from the 48,000 householders we l serve. Safe Healthy Communities

spaces in line with Cleaner Neighbourhood and Environmental Act. Continually monitor the location of pest complaints and ensure that there is adequate control measures in place. Carry out a range of targeted initiatives aimed at providing a clean, healthy environment. Work across Environmental Services to develop a model of litter control and monitoring, focusing on “hot spots” by December 2015. In conjunction with Community Services Set up and attend

March 2016 March 2016 March 2016 March 2016

and Environmental Act. Litter (NI) Order 1994

Respond to all incidents in accordance with approved procedures and policies. Consult with community groups in relation to pest control and related issues such as dumping. In conjunction with Community Services, carry out health promotion campaigns specifically targeted at improving the environment and maintaining open spaces. Respond in accordance with approved procedures and policies and carry out an initial test purchasing exercise for sunbed session and have operation of at least 65 test purchases of tobacco products and solvents from retailers or vending machines To reach a target of 400 home safety visits. Work with a range of agencies to achieve this.


We are committed to promoting safe healthy communities and active lifestyles, wellbeing and independence of people and communities Heath & Wellbeing We are committed to reducing health inequalities within targeted areas across the whole area.

Roadshows and campaigns each year of the plan to meet and communicate with residents and to provide them with useful information on a range of areas. To protect children under eighteen years from exposure to purchasing sunbed sessions, tobacco products and solvents from retailers or vending machines To carry out a range of targeted initiatives including home safety visits to determine baseline needs to target groups and profile Council area. Investigate feasibility of nutrition award in LCCC food businesses

October 2015 March 2016 March 2016

Progressing opportunities with employers to include an employee Health & Well-being initiative to include staff in fitness activities.


Ensuring Health, Safety & Well-being is promoted as ethos by LCCC, for LCCC.

March 2016

Engage, develop and empower our staff Engage, develop and empower our staff, providing in equal measure support and challenge to provide the best and most effective staff in delivery of services Skills and knowledge and the attitudes and behaviours Provide staff with the skills and knowledge and the attitudes and behaviours that support the service and the authority

To monitor service delivery to ensure that Departmental and Operational KPI’s are delivered Carry out an annual training need analysis for staff within the Service unit. Advise on training needs for Corporate Health and Safety and Safeguarding. Promote best practice in Safeguarding. Promote an organizational culture of Health and Safety awareness and compliance. By providing appropriate new

March 2016 June 2015 March 2016 March 2016 March 2016


Council Corporate Plan Departmental Strategy Business Plan HSE / District Council Joint Strategy

Ensure KPI scores are met. The first phase of a training needs analysis to be completed. Ensure Health & Safety and the safeguarding of vulnerable adults and children is embedded within corporate culture at all levels. To investigate and report on the feasibility of all front line staff having hand held devices to issue penalties etc. and for devices to provide latest information for staff to carry duties. In conjunction with IT Services To provide online services for public and business to access.


Communicate effectively both internally and externally Communicate effectively both internally and externally while harnessing technology to improve how we engage with all stakeholders

technologies to ensure staff can carry out duties in most efficient manners. Ensure the public and businesses can access services and information through the most appropriate technologies available. Develop the communication strategy across all areas of the new Council to best meet the needs of all with whom we engage with.

September 2015 January 2016

Harmonise the workings of administration and support functions across the department to ensure an effective and efficient service is provided to residents.


Environmental Services Department

Service Unit – Operational Services Unit

Implementation Details - Year 1 Service Unit Task Departmental

Objective which Task relates To



How will progress be measured

Promote & encourage inclusivity Harmonisation of services & service delivery

Introduce appropriate plans and strategies to meet the needs of different groups within the community Develop the communication strategy across all areas of the new Council to best meet the needs of all with whom we engage with.

March 2016 March 2016 January 2016


Environmental Services Departmental and Business Plans 2015/16 Litter (NI) Order 1994 Northern Ireland Sustainable Development Strategy NI Landfill Allowances Scheme 2004

Develop and implement a communications and engagement strategy incorporating a waste and refuse collection and recycling strategy, to enhance the effectiveness of communications. Introduce a Route Optimisation and in-cab systems to measure efficiency. Monitor and review progress on a 6 monthly basis. Harmonise and develop administrative teams, systems, processes and procedures, ensuring they meet the needs of the organisation and are customer focused.


Service Unit Task Departmental Objective which Task relates To




Engaging with Stakeholders Provide a Council which effectively engages with stakeholders to understand critical issues, making the Council part of the Community

Consult with relevant customers to determine their needs and wants Work across Environmental Services to develop a model of litter control and monitoring, focusing on “hot spots”. To carry out service delivery in accordance with the Council’s Sustainability policies and procedures. Develop the communication strategy across all areas of the new Council to best meet the needs of all with

November 2015 December 2015 March 2016 January 2016


Environmental Services Departmental and Business Plans 2015/16

In conjunction with MCU, send out questionnaire and analyse feedback and results with a view to improving services Contribute to phase one of the work teams harmonisation plan Provide a consultation and advice service to community groups in keeping with Community clean ups and best kept City/towns competitions. In conjunction with other Service Units, respond to all littering and illegal dumping complaints and record these on GIS platform to continually monitor hotspots and develop enforcement and education activities proportionately. Harmonise and develop administrative teams, systems, processes and procedures, ensuring they meet the needs of the organisation and are customer focused. Harmonise






whom we engage with.

minor works and garage teams to ensure they work seamlessly.

Engage with regional, national & European organisations to attract and optimise funding opportunities to support the area.

Integration project (planting schemes). Awards such as Ulster in Bloom. Provision of Christmas Trees.

March 2016 Nominated Head of Service

Arc21 Waste Management Plan Landfill Directive Northern Ireland Sustainable Development Strategy

Research and Identify funding opportunities and work with the Council’s Grants officer to take advantage of any grants available to support and improve the area.

Positive place to live work and visit Create a positive, place to live work and visit and preserve the natural environment for the future

Through planting schedule strive to enhance the Council area open spaces and continue to compete for Best Kept, NI Amenity Council, Ulster in Bloom, Britain in Bloom Support and encourage Community Groups to take responsibility for their environment



Northern Ireland Sustainable Development Strategy Environmental Services Departmental and Business Plans 2015/16

Consult with relevant customers and community groups to engage with and take account of their views. Analyse feedback and comments arising from competitions to improve planting, flowers and bedding and to ensure all criteria for local awards understood, used and are met. Encourage and develop community engagement by engaging with and attending community meeting and working with community groups






Increase rates of recycling Work with residents and businesses Sustainable Development Promote sustainable development through planning, policy and action

Co-ordinate and deliver a waste collection service which contributes to and supports the requirements and challenges of the Waste Management targets. Support and encourage Community Groups to take responsibility for their environment

March 2016 November 2015 November 2015

on a monthly basis to determine the best way of meeting their needs. Provide assistance with community clean ups and best kept City/towns on demand. Monitor and record contamination at kerbside collection point. Report to HoS on a quarterly basis. Continue with the implementation of the Council’s Waste Management Plan working in partnership with Arc21 and its constituent Councils. Complete phase one of the workforce harmonisation plan.

Provide assistance and advice to community groups in keeping with Community clean ups and best kept City/towns competitions. Respond to all littering and illegal dumping complaints and






Work across Environmental Services to develop a model of litter control and monitoring, focusing on “hot spots” by December 2015. To carry out service delivery in accordance with the Sustainable Audit Matrix


record these on GIS platform to continually monitor hotspots and develop enforcement and education activities proportionately. Respond in accordance with approved procedures and policies and the Sustainable Audit Matrix. Ensure that sustainability is at the forefront of the Service Unit’s actions. Continue to develop and implement the Councils sustainable development strategy across the Service Unit. Harmonise minor works and garage teams to ensure they work seamlessly across all areas of the Council.

Clean Healthy Environment We will provide a clean, healthy environment maintaining parks and open spaces, manage street cleaning and collect bins from the 48,000 householders it will serve.

Ensure front line services of street cleansing and maintenance in respect of street

March 2016



Develop and implement communications and community engagement strategy incorporating a waste and collection and recovery strategy,






cleansing and refuse collection arrangements. Provide the highest quality of service and cleanliness of Parks and open spaces for the public to use and enjoy. Co-ordinate and deliver a street cleansing service and litter enforcement programme to ensure delivery of the Clean Neighbourhoods’ agenda. Issue fixed penalty notices to offenders. Provide a high quality cemetery maintenance service to enhance the quality of the area

September 2015 November 2015 September 2015 March 2016

Litter (NI) Order 1994 Northern Ireland Sustainable Development Strategy NI Landfill Allowances Scheme 2004

to enhance the effectiveness of communications. Ensure all planned maintenance and implementation schemes are in place and operating. Complete phase one of harmonization. Review and complete phase one of the waste collection optimisation scheme and related policies to ensure they are meeting the needs of the organisation and customers. Review maintenance strategy and engage with local stakeholders to ensure local needs are recognized.






and meet the needs of the local population.

Performance Management Ensure service delivery is as good as it can be with appropriate resourcing and performance management and measurement to drive improvements whilst maximising efficiencies.

Ensure staff throughout the department provide best customer service and management. Provide best service for bin collections by route optimising to ensure all efficiencies are met Provide and deliver quality services to all citizens of the city and ensure continual improvement through innovation. Ensure performance standards are achieved and maintained through

November 2015 November 2015 November 2015 March 2016



Carry out phase one of a Training Needs analysis for all staff. Set in place a system to review bin collection routes on regular basis. Complete phase one of the workforce harmonisation plan by November 2015. In conjunction with MCU, send out questionnaire and analyse feedback and results with a view to improving services Contribute to phase one of the work teams harmonisation plan. Monitor customer satisfaction through analysis of complaints, comments and compliment via the customer care system and






the efficient utilisation of available resources. Co-ordinate and deliver a waste collection service which meets the requirements and challenges of the Council’s Waste Management Plan. Develop the use of GIS within Technical and Operational Services and promote use within Council Departments. Provide a vehicle/plant and building maintenance fleet to meet the needs of the services and maintain the same to the statutory requirements.


report on outcomes on a quarterly basis. Operate an effective budgetary control system. Develop Route Optimisation System to improve route efficiencies and target service deliver to point of need. Attend and participate in Council GIS working group. Work with Procurement Section to ensure the Council’s procurement practices are met as effectively and efficiently as possible by engaging in interdepartmental meetings on a monthly basis. Maintain standards for “O” license. Work in partnership with all relevant stakeholders to maintain regular consultation






Engage with other Service Units to ensure the Off Street Parking strategy meets the needs of the commercial and business sectors, the local community and visitors to Lisburn city centre, Moira and Hillsborough.

with City Centre management and the Council’s Economic development Unit.


Environmental Services Department

Service Unit: Technical & Estates Services

Implementation Details - Year 1 Service Unit Task Departmental

Objective the Task relates to




Promote & encourage inclusivity Introduce appropriate plans and strategies to meet the needs of different groups within the community

Increase waste education, awareness and understanding to promote recycling and sustainable waste management practices

To contribute to the development and implementation of the estates strategy



Develop and implement a communications and engagement strategy incorporating a, reuse, recycling and recovery strategy, to enhance the effectiveness of communications. Set up and establish an Estates Strategy Working Group. Attend all meetings and ensure all stakeholder views are considered in forming the strategy.

Create a sense of place Design and deliver a holistic organization with an emphasis on customer and customer experience

Introduction of signage to the area in general, villages, towns & appropriate settlements Provide appropriate administrative services to support the delivery of waste services and activities

March 2016 January 2016


Investigate and report to DES on signage options. Harmonise and develop administrative systems, processes and procedures, ensuring they meet the needs of the organisation and are customer focused.


Service Unit Task Departmental Objective the Task relates to




Harmonise waste collection & treatment services

Re - branding of Civic Amenity Sites and Bring Sites

Assess over all amenity needs and provide waste infrastructure that is fit-for-purpose and enhances customer experience Re - branding to create a sense of place. Vehicles, parks and play grounds

November 2015 December 2015 March 2016 August 2016

Complete phase one of a review of all waste and related policies to ensure they are meeting the needs of the organisation and customers. Review on-site signage at Council Civic Amenity Sites and Bring Sites and develop standardised signage in line with the Council brand. Complete initial spatial analysis for HRC needs across the new Council area. Complete capital works at Carryduff Household Recycling Centre and complete transition back to site. Review vehicle and on-site signage at Council parks and playgrounds. Develop standardised signage in line with the Council brand by August 2015.

Engaging with Stakeholders Provide a Council which effectively engages with stakeholders to understand critical issues, making the Council part of the Community

Ensure waste services meet the needs of citizens

March 2016


Develop and implement communications and engagement strategy incorporating a waste, reuse, recycling and recovery strategy, to enhance the effectiveness of communications.






November 2015 March 2016 December 2015

Complete phase one of a review waste and related policies to ensure they are meeting the needs of the organisation and customers. Provide information in a number of formats to inform householders. Make use of the Councils customer care system to ascertain the needs of householders. Make the implementation of applications and other accessible service mechanisms more accessible by exploring and investigating promoting online application in addition to telephone request.

Community Development Nurture a shared civic identity

Assist other departments in delivery of capital works projects and

Community Programmes Corporate identity to all council property.

March 2016 December 2015


Working with and supporting all other Council Departments to deliver appropriate capital development projects and reporting on a quarterly basis to HoS. Identify all Council owned and managed property and liaise with






By instilling in the

community a sense of ownership for neighbourhood and environment


MCU to develop appropriate methods of rebranding. Engage with Community Services to act as a conduit to empower, support and encourage Community Groups to develop accountability for their environment by providing assistance with community programmes.

Optimise funding Engage with regional, national and European organisations to attract and optimise funding to support the area

Reduce energy and natural resources and carbon footprint within the Council estate. 2.3.2 To source funding to support local environmental issues and the harmonisation of delivery of waste services.



Identify funding opportunities and work with the Council’s Grants officer to take advantage of any grants available. Carry out Energy Audit as part of the progression of the Estates Strategy, with reports to HoS on a quarterly basis on progress. Research funding opportunities and make application where this meets the scope of the funding programme.






Deliver Urban Regeneration projects that Make local areas attractive for residents and visitors

Work in partnership with Leisure Services and other departments to provide Parks and Play areas

March 2016 Nominated Head of Service

Work with stakeholders to identify and realise opportunities to take advantage of economies of scale and different skills and talents within Departments. Report progress to HoS on a quarterly basis

Positive place to live work and visit Create a positive, place to live work and visit and preserve the natural environment for the future Built Environment Deliver a high quality built environment

Support and encourage community groups, schools, organisations and stakeholders to take responsibility for their environment and adopt sustainable waste management practices Manage council property to a high standard supporting sustainable & biodiversity measures Ensure estate is fit for purpose.

March 2016 November 2015 March 2016 December 2015


Develop and implement communications and engagement strategy incorporating a waste, reuse, recycling and recovery strategy, to enhance the effectiveness of communications. Complete phase one on a review waste and related policies to ensure they are meeting the needs of the organisation and customers. In conjunction with the Energy Manager, develop and implement a comprehensive estates strategy including a Council wide energy audit. Develop and implement a comprehensive estates strategy. Develop an action plan to reuse land previously developed.






Increase rates of recycling Reduce energy consumption and promote sustainable outcomes by working with residents and businesses.

Take measures to reduce energy consumption Closure of Council landfill sites at Drumlough and Moss Road in accordance with the EU Directive Develop Council waste services and infrastructure so as to reduce the amount of waste landfilled and increase levels of recycling to enable the Council to meet the 50% recycling & reuse target by 2020 and landfill diversion

November 2015 December 2015 March 2016 November 2015 November 2015 March 2016

Complete phase one of a review of energy performance in accordance with Estates Strategy. Ensure all new build is to highest energy efficiency standards Lead by promoting and identifying in - house energy and natural resource conservation measures, investigate the use of technological advances to reduce energy and water use and costs. Develop and implement measures compatible with a sustainable development strategy. Develop and agree with NIEA a closure plan for both sites. Continue with the implementation of the Council’s Waste Management Plan working in partnership with arc21 and its constituent Councils. Complete phase one of the workforce harmonisation plan.






(NILAS) targets up until 2020 Develop areas with potential to expand recycling rates within the current flow of recyclates. Consider ways of developing new sources of recycling.

December 2015 March 2016 March 2016 December 2015 March 2016

Review options around household kerbside recycling collection schemes, so as to maximise diversion of dry recyclables and organics from landfill whilst ensuring compliance with statutory requirements. Develop and review a spatial needs analysis to inform the provision of services and operations by March 2016. Increase reuse and recycling opportunities at Civic Amenity Sites and Bring Sites and report. Harmonise and develop administrative systems, processes and procedures, ensuring they meet the needs of the organisation and are customer focused. Develop Route Optimisation System to improve route efficiencies and target service deliver to point of need. Attend and participate in Council GIS working group.







Develop and expand the schools recycling service for dry recyclables and food waste. Introduce a phased scheme for commercial waste recycling service for dry recyclables and food waste.

Provide a clean, healthy environment We will provide a clean, healthy environment maintaining parks and open spaces, manage street cleaning and collect bins from the 48,000 householders it will serve. Protecting those most vulnerable and who require support

By instilling in the

community a sense of ownership for their neighbourhood and the wider environment Provide a litter control function to assess cleanliness standards Provide services that meet the needs of residents who have requirements outside normal service provision Work with partners with the aim of improving health and

March 2016 December 2015 March 2016


Support and encourage community groups and other stakeholders to take responsibility for their environment by providing assistance with environmental activities and community programmes. Work across Environmental Services to develop a model of litter control and monitoring, focusing on “hot spots”. Engage with and work with community groups and other stakeholders to identify those in need of an assisted service. Report on progress.






wellbeing for residents. Promote the provision of accessible, high quality children’s play opportunities.

March 2016

Provide staff with the skills and knowledge and attitudes and behaviours that support the service and the authority

Ensure staff are aware of new/continuing service requirements and support continued professional development

October 2015 March 2016 March 2016


Develop and publish phase one of a comprehensive training needs analysis for all staff. Complete training needs analysis for all staff Develop and implement communications and engagement strategy incorporating a waste reuse, recycling and recovery strategy, to enhance the effectiveness of communications.

Performance Management Ensure service delivery is as good as it can be with appropriate resourcing and performance management and measurement to drive improvements whilst maximising efficiencies.

Ensure staff provide best customer service and management give best service for bin collections by route optimising to ensure all efficiencies are met

October 2015 March 2016


Develop and publish phase one of a comprehensive training needs analysis for all staff. Complete training needs analysis for all staff To be completed by






Focus on affordability and financial planning to provide financial assurance and accountability by driving down costs and waste, ensuring efficiency not avoidance and finding ways to increase income opportunities.

Provide and deliver quality services to all citizens of the city and ensure continual improvement through innovation. Ensure performance standards are achieved and maintained through the efficient utilisation of available resources. Devise a waste strategy that meets the requirements and challenges of the Council’s Waste Management Plan. Council Build Projects Ensure the reduction of construction waste, reduce construction

March 2016 March 2016 March 2016 March 2016 March 2016

Monitor customer satisfaction through analysis of complaints received through the customer care system and service quality questionnaire. Monitor budgets to ensure service delivery within monetary constraints by attending and participating in all budgetary control meetings. Develop and implement communications and engagement strategy incorporating a waste reuse, recycling and recovery strategy, to enhance the effectiveness of communications. Specify the use of recyclable materials in new build projects and renovations. Specify recycling of all construction waste in Council projects.






waste across the council. Asbestos and Legionella management. Develop the use of GIS across the Environmental Services Department and the Council. Through effective resource management, deliver economies of scale and value for money

March 2016 March 2016 March 2016 March 2016 December 2015 March 2016

Proactively manage risk with regard to Asbestos register and Legionella. Assist Operational Services to develop Route Optimisation System, to improve route efficiencies and target service delivery to point of need. Acquire assistance and support from ICT to develop GIS system. Continue to work in partnership within arc21 with regard to waste-related collaborative, collective procurements Identify and report on sources of income generation. In conjunction with the Business Support section and the Finance Department explore ways of reducing cost, increasing productivity and/or increasing






January 2016

efficiency in all our works. Report on progress to HoS. Harmonise and develop administrative systems, processes and procedures, ensuring they meet the needs of the organisation and are customer focused.


Appendix A TERMS OF REFERENCE: ENVIRONMENTAL SERVICES COMMITTEE 1. Overall Purpose & Objectives The Environmental Services Committee will assist the Council in fulfilling its role in the overall areas of Environmental Services which includes:

Waste Management (including waste policy, waste collection, waste

treatment and disposal)

Street Cleansing Services

Grounds maintenance (including cemeteries, parks, open spaces, public

conveniences)

Off Street car parking

Vehicle and fleet maintenance

Environmental Health (including Food Control, Pollution Control, Health and

Safety, Public Health, Licensing and Regulatory)

Corporate Health and Safety

Corporate Child Protection and Vulnerable Adults arrangements

Capital Works

Estates and Property Management (including energy performance of

buildings)

Vehicle Maintenance

Emergency Planning

The Environmental Services Committee when taking decisions must also consider cross-cutting themes such as:

Business Continuity

Community Planning

Risk Management

Work force plan

Audit an financial management

Good relations

In reaching decisions the Environmental Services Committee will have due regard to its impact on, and implications for the Council’s Commitment to ensuring equality of opportunity and where possible and practicable to ensure that the actions of the Environmental Services Committee are proactive in this respect. 2. Authority Under the Local government Act (NI) 2014, “For the purpose of discharging any functions in the pursuance of the arrangements under this Part a Council may appoint a Committee”. The Environmental Services Committee is one of the main Standing Committee and will report to the Council.


3. Organisation - The Environmental Services Committee will comprise of Fifteen Members

(plus 2 ex-officio Members) of Council who are appointed by the Council on an annual basis.

- Council will appoint the Chair and Vice-Chair of the Environmental Services Committee each year at its Annual General Meeting.

4. Meetings - The Environmental Services Committee will meet on the first Wednesday of

each month (except for July & August) - Special meetings may be convened as and when required. - All arrangements applying to the operation of the Environmental Services

Committee will be in line with the Council’s Standing Orders. 5. Roles & Responsibilities The Environmental Services Committee will have responsibility to deal with all issues relating to the specified areas of work as set out in section 1 of the terms of reference. The Environmental Services Committee can act as a parent Committee for various sub-committees and working groups where such other matters are deferred by Council. 6. External Representation The Environmental Services Committee shall recognise the Arc 21 Joint Committee arrangements and thereby support the nomination of 3 Elected Members from Lisburn & Castlereagh City Council for membership of the said Committee. 7. General The Terms of Reference will be reviewed periodically to ensure the Committee is fit for purpose as Council transformation progresses.

Appendix 2

Press Extract – Edinburgh Recycling

Edinburgh recycling rates soar 85 per cent

11:45 Monday 05 January 2015

A recycling shake-up that halved the size of wheelie bins for household waste has

been credited with boosting recycling rates by 85 per cent.

Environment bosses said the slimmed-down bins – piloted across 140,000 households – had seen a huge reduction in the amount of waste going to landfill.

It is expected the system will now be rolled out across Edinburgh. The new bins stoked controversy because they could only hold five bags of rubbish from a typical 30-litre kitchen bin compared to eight held by larger containers.

Homes were given a new 140-litre bin for landfill waste, and told to use their larger 240-litre bin for mixed recycling, replacing red recycling boxes.

Collection dates were also simplified, with all bins being picked up on the same day. The changes do not affect glass, which continues to be collected in a blue recycling bin.

But councillors say the waste management overhaul had been vindicated by excellent -recycling figures.

Households within areas already working under the new system recycled 3.5kg per week – 85 per cent more than the city-wide average of 2kg.

And average weekly landfill waste at those households was 4.5kg, 40 per cent down on -figures prior to the implementation of the scheme.

Mother-of-three Rebecca McCombe, who lives in Willowbrae, was among the first to test-run the service.

“We recycle a lot more and it seems to be easier because you only have to put it into one bin,” said the 41-year-old. “It’s quite good because the bins are collected every two weeks.

“We need to be more environmental and protect the world for our children in the future.”

Councils have to meet tough Scottish Government targets to cut the amount of waste going to landfill or face hefty fines.

The new system follows the controversial switch from weekly to fortnightly collections for general refuse in late 2012.The Evening News previously revealed how Edinburgh’s failure to meet Scottish Government recycling targets is costing the city council nearly £1 million in landfill tax fines.

Despite recent efforts, the Capital has missed the targets for six years in a row. Environment leader Councillor Lesley Hinds welcomed the “encouraging” figures from the first few months of the new scheme.

She said: “The roll-out of the new recycling service is going very well, as the latest figures show. By introducing it in phases we have been able to constantly monitor and adapt to the needs of the public, ensuring homes adjust to changes

Appendix 2

Press Extract – Edinburgh Recycling

“It is essential that we make every effort to drive down landfill and increase recycling in the city to meet local and national targets.

“These encouraging rates demonstrate how our new approach is crucial to achieving this.”

Zero Waste Scotland, the Scottish Government-backed organisation that supports local authorities to increase their recycling rates, welcomed the figures and praised the new waste scheme as a success.

The agency also hailed Edinburgh’s sky-high food waste recycling rate, which stands at 95 per cent.

A spokeswoman for Zero Waste Scotland said: “These figures are a great indication the changes City of Edinburgh Council has made to their recycling collections have been a success, and we look forward to seeing the final results.”

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Text Box

Appendix 3 News Release CIWM

Appendix 4 Email from Helm Housing

From: Zara Stewart [mailto:[email protected]] Sent: 16 June 2015 10:52 To: Adrian Donaldson Subject: Sale of Car Park between 35 and 41 Benson Street, Lisburn. Dear Adrian , Re: Potential Sale of Car Park between 35 and 41 Benson Street, Lisburn. I understand that the above car park (see map attached) is to transfer in ownership to Lisburn and Castlereagh Council. Helm Housing Association are a registered social housing provider offering affordable, quality social housing throughout Northern Ireland. Lisburn is identified by the Northern Ireland Housing Executive as an area where there is a need for social housing and as such we are looking for suitable sites to purchase and develop. Given this, we would be keen in exploring the potential of purchasing the land at the aforementioned address. If you consider that the Council would be interested in discussing the possibility of this, I would greatly appreciate if you could contact me by phone on 02890261584 or by email: [email protected]. I do hope this is of interest and look forward to hearing from you in due course. Thank you for your time, Zara Zara Stewart Development Officer

Direct Dial: 02890 261584 Switchboard:028 9032 0485 Extension: 385 Mobile: 07771 732642 Helm House, 38-52 Lisburn Rd, Belfast BT9 6AA E-Mail: [email protected] Website: www.helmhousing.org

mailto:[email protected]



http://www.helmhousing.org/

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Appendix 5 OS Map of Benson Street

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Appendix 6 Correspondence from Transportni

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Appendix 7 Speed Limit Ravernet Rd

Appendix 8 Report of HoS (EH)

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE – WEDNESDAY 2 SEPTEMBER 2015 REPORT BY HEAD OF SERVICE (ENVIRONMENTAL HEALTH) PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council. The following items are for decision:

It is recommended that two nominations are proposed to represent the Council on Lisburn and Castlereagh HAP Groups for the duration of the Council term.

It is recommended that the Council confirm its preparedness for the introduction of the Licensing of Pavement Cafes Act (NI) 2014 on 1 April 2016 and agree that the comments are forwarded to the Department for consideration.

It is recommended that Members approve the proposed report to continue with the Agency Agreement with DRD for off-street car parking for a period of 3 years with an option to extend by a one year period to the end of the NSL Contract.


It is recommended that the Council Regulate in accordance with Article 13 of the Safety of Sports Grounds (NI) Order 2006 Part III and address the administrative process accordingly for the 3 premises detailed.

It is recommended that Members note the details regarding Renewal Of Licences under The Local Government (Miscellaneous Provisions) (NI) Order 1985 – Article 3 Licensing Of Places of Entertainment.

It is recommended that Members note the details regarding Petroleum Consolidation Act (NI) 1929 – Renewal of Licence.

It is recommended that Members note the instigation of legal proceedings under the Litter (NI) Order 1994 for failure to pay a Fixed Penalty Notice for a littering offence.

It is recommended that Members note the instigation of legal proceedings under the Litter (NI) Order 1994 for failure to respond to an Article 20 Notice to gain information in relation to a littering offence.

It is recommended that Members note the consultation document in relation to the Draft Fluorinated Greenhouse Gases Regulations (NI) 2015.

It is recommended that Members note the information provided with regard to safeguarding within Lisburn & Castlereagh City Council.


It is recommended that Members note the instigation of legal proceedings under Article 17 (1) and Article 22 (1) of the Dogs (NI) Order 1983.

It is recommended that Members note the updates of prosecutions in relation to the Dogs (NI) Order 1983.

It is recommended that Members note the information regarding the Sunbed Testing Exercise.

It is recommended that Members note the information regarding the Safety Advisory Group (SAG).

It is recommended that Members note the SAG Minutes from 12 August 2015.

ITEMS FOR DECISION 1 HOME ACCIDENT PREVENTION GROUPS

There are currently two active Home Accident Prevention groups in the Lisburn & Castlereagh City Council area serving the two extant council areas. These Groups have received funding from Public Health Agency of £2189.00 (Castlereagh HAP) and £1600.00 (Lisburn HAP) for the year 2015/2016. Consequently it is envisaged that they will continue to operate separately until the end of March 2016. During this time the Home Safety Co-ordinator will continue to work with both Groups and ensure consistency in the provision of home safety initiatives across the whole Council area throughout the year. There are four key initiatives to be undertaken during the forthcoming year, these are: Raise awareness about falls prevention amongst older people and people with

a disability highlighting the links of Osteoporosis and falls. Also making links with local Pharmacists to complement the work which is being carried out around the management of medications.

Raise awareness about carbon monoxide poisoning (including fuel poverty)

around the misuse of appliances and highlighting Landlords responsibilities in private rented homes. (HSENI leaflets)

Raise awareness about new and emerging poisons (e-cigarette liquid filters,

liquitabs and Lithium batteries), highlighting the toxic effect of them on children. Raise awareness about blind cord safety. Provide free cleats and information to

every new born registered in the Council. Ensure message is being revisited by Health Visitor’s at child’s 6-9mth assessment. Targeting landlords, private nurseries and uploading information onto website and facebook page.

I would request that Members propose a nominee to represent the Council on each of these HAP Groups until the end of March 2016 and continuing on in a combined Group for the duration of the Council term.


Furthermore, I wish to advise Members that a further report detailing the home safety work being carried out by the Environmental Health Service will be tabled for Members’ information at a future meeting of the Environmental Services Committee. Recommendation It is recommended that two nominations are proposed to represent the Council on Lisburn and Castlereagh HAP Groups for the duration of the Council term.

2 LICENSING OF PAVEMENT CAFÉS ACT (NI) 2014

I wish to advise Members that correspondence and draft guidance was received from the Department of Social Development regarding the above on 3 July 2015. The Legislation allows for the Council to issue a Pavement Café Licence to the person who carries out a business of supplying food or drink. The licence would allow a business to place furniture on a public area in close proximity to their premises for use by customers. The creation of a statutory licensing scheme is regarded as a very positive step in terms of safeguarding the interests of pedestrians, particularly disabled people, older people and those with mobility needs including all pram and wheelchair users.

The Department has requested confirmation from the Council that arrangements will be in place by 1 April 2016. Furthermore, they have requested comments on the accompanying draft guidelines. For Members’ information, officers believe that the introduction of this statute will not be an onerous activity and therefore feel that the Environmental Health Service Unit will be in a position to carry out the requirements of this legislation subject to the agreement of the guidance document by the proposed date of 1 April 2016. With respect to the guidance document, I wish to advise Members that attached as Appendix 1 EH are officer’s comments in relation to the guidance document. Recommendation It is recommended that the Council confirm its preparedness for the introduction of the Licensing of Pavement Cafes Act (NI) 2014 on 1 April 2016 and agree that the comments attached as Appendix 1 EH are forwarded to the Department for consideration.

3 OFF-STREET CAR PARKING FUTURE DELIVERY OPTIONS

Members will be aware that off-street car parking sits under the responsibility of the Environmental Health Service Unit and that the existing contract engaged by DRD, which delivers this function on behalf of councils through an agreed Service Level Agreement, expires on 31 October 2016. The purpose of this report is to seek Committee approval on the recommended service delivery for off-street car parks across the 11 councils post 31 October 2016. It is recommended that the Committee approve the proposal put forward by the Off-Street Parking Subgroup (which has representation from all 11 councils) to enter into discussions with the DRD to extend the Agency Agreement and Technical


Specification for all councils for a further period of 3 years - with the option to extend beyond this time if required. As means of an update, the Regional sub group met in June 2015 to review the potential service delivery options for post 31 October 2016. The detail of the options considered are attached in Appendix 2 EH and cover a variety of possible service delivery models ranging from the as is Agency Agreement, to the internalisation of the function within each council to the externalisation of all aspects of the service via an alternative means. The Group unanimously agreed on Option 1(A) – to maintain the status quo as the preferred option. This option would extend the Agency Agreement with DRD but would seek flexibility with respect to aspects that councils normally deliver in house - such as cleaning and maintenance of planted areas. It was proposed that the Agency Agreement be extended for 3 years with an option to extend by further one year periods until end of NSL contract. There are a number of factors which contributed to the selection of Option 1(A) by the Sub-Group and these are listed below: This is a new function transferred to the councils and they are still learning about

the operating business and given the dates decisions are required by, it is felt that it is still very early for councils to make a call on what changes would be for the best. To date there have been no significant issues with the Agency Agreement and no complaints from the public.

New council structures and service models are still in a state of transition and

more time may be required to decide on the most effective and efficient arrangements for the management of off-street car parking within other corporate agendas.

Continuing with the existing Agency Agreement will mean minimal change for the

councils as there is significant work to redesign the service. Also the detailed work and negotiations in terms of developing and reaching agreement on the Agency Agreement and Technical Specification has only recently been completed.

The timeframes for agreeing and implementing a new service delivery model at

this stage are extremely tight and may leave councils vulnerable if the successful implementation was not completed on time to the required standard.

Remaining with the status quo will ensure continuity of service for the public. It

would also mean that significant officer time would be saved and the considerable procurement costs of such an exercise would be avoided.

Given the size and scope of the current contract DRD procured, the Council

officers on the regional group are of the view that we are getting economies of scale and therefore receiving value for money in this contract. If arrangements were to change, each council would have to consider how effective and efficient a new service delivery would be.


A final key element in reaching this conclusion was that an extended/renegotiated Agency Agreement and Technical Specification would allow the council’s time to determine the objectives to be achieved from car parking and consider and develop a long term parking approach or strategy for the future benefit of their districts.

Backup option A further backup option was also agreed in the event that DRD are unwilling to continue to provide the back office Penalty Charge Notice (PCN) processing as part of the agreement post Oct 2016. This option would involve the separate procurement of PCN processing with IT support whilst drawing on the current NSL contract through a new Agency Agreement with DRD. The Sub Group concluded that to move away from the current arrangements and either go through a separate procurement exercise or bring in house would be costly, complicated and time consuming given the experience and knowledge of the local authorities in this function. Recommendation It is recommended that Members approve the proposed report to continue with the Agency Agreement with DRD for off-street car parking for a period of 3 years with an option to extend by a one year period to the end of the NSL Contract.

ITEMS FOR NOTING 4 SAFETY OF SPORTS GROUNDS (NI) ORDER 2006 PART III SAFETY OF STANDS

AT OTHER SPORTS GROUNDS – REGULATED STANDS

I wish to advise Members that the Council is in receipt of guidance issued by the Department of Culture Arts and Leisure (January 2015) which requires Council to implement the remaining provisions of the Safety of Sports Grounds legislation to introduce a Safety Certification Scheme, similar to that which already exists in Great Britain, for non-temporary spectator stands in its area. Members may already be aware that Part II of the Scheme has successfully been implemented and subsequently the Department now wish to proceed with the implementation of Part III with respect to the Safety of Stands at non-designated Sports Grounds. A regulated stand is defined as one that: a) Provides covered accommodation for 500 or more spectators, and b) Is not located in a designated sports ground. Investigations by Officers have identified 3 designated stands within the Council area and as such, are required to be regulated by Lisburn & Castlereagh City Council. The location of these stands are detailed below. 1. The Main Grandstand and The Hospitality Pavilion at Down Royal Racecourse;


2. The viewing area at Ballyskeagh Greyhound stadium; 3. The covered Home Stand at Distillery Football grounds.

Recommendation It is recommended that the Council Regulate in accordance with Article 13 of the Safety of Sports Grounds (NI) Order 2006 Part III and address the administrative process accordingly for the 3 premises detailed.

5 THE LOCAL GOVERNMENT (MISCELLANEOUS PROVISIONS) (NI) ORDER 1985

– ARTICLE 3 LICENSING OF PLACES OF ENTERTAINMENT – RENEWAL OF LICENCE

Having provided the Licensing Officer with all the relevant documentation and following no objections from the Police Service of Northern Ireland and the Northern Ireland Fire and Rescue Service, the premises listed in Appendix 3 EH will be issued with an Entertainment Licence. Recommendation It is recommended that Members note the details regarding Renewal Of Licences under The Local Government (Miscellaneous Provisions) (NI) Order 1985 – Article 3 Licensing Of Places Of Entertainment.

6 PETROLEUM CONSOLIDATION ACT (NI) 1929 – RENEWAL OF LICENCE

Having provided the Licensing Officer with all the relevant documentation, the premises detailed in Appendix 4 EH will be issued with a Petroleum Licence. Recommendation It is recommended that Members note the details regarding Petroleum Consolidation Act (NI) 1929 – Renewal Of Licence

7 THE LITTER (NI) ORDER 1994 – FAILURE TO PAY A FIXED PENALTY NOTICE FOR A LITTERING OFFENCE

The following person failed to take the opportunity to pay a Fixed Penalty Notice for a littering offence and legal proceedings will now be instigated.

Fixed Penalty Notice No. LFP/00003 - Lady from Lisburn.

The offender deposited litter in the form of a 7-day Notice, issued by Officers from

Lisburn & Castlereagh City Council, which she tore up and threw onto the street.

Recommendation It is recommended that Members note the instigation of legal proceedings under the Litter (NI) Order 1994 for failure to pay a Fixed Penalty Notice for a littering offence.


8 THE LITTER (NI) ORDER 1994 – FAILURE TO RESPOND TO AN ARTICLE 20 NOTICE TO OBTAIN INFORMATION FOR A LITTERING OFFENCE

The under-mentioned persons failed to take the opportunity to respond to an Article 20 Notice to gain information in relation to a littering offence and legal proceedings will now be instigated. Article 20 Notice sent 7 May 2015 and 7 July 2015 not returned – Man from

Lisburn. Article 20 Notice sent 6 July 2015 and 23 July 2015 not returned – Man from

Belfast. Article 20 Notice sent 3 July 2015 and 23 July 2015 not returned – Lady from

Belfast.

Recommendation It is recommended that Members note the instigation of legal proceedings under the Litter (NI) Order 1994 for failure to respond to an Article 20 Notice to gain information in relation to a littering offence.

9 THE DRAFT FLUORINATED GREENHOUSE GASES REGULATIONS (NI) 2015

I wish to advise Members that the Environmental Health Service Unit has received a Consultation Document in relation to the above. As the date of receipt of comments was 31 August 2015, responses to the consultation questions which have been submitted to the Department of the Environment, Environmental Policy Division on behalf of Lisburn & Castlereagh City Council are attached as Appendix 5 EH for Members’ information. Recommendation It is recommended that Members note the consultation document in relation to the Draft Fluorinated Greenhouse Gases Regulations (NI) 2015.

10 SAFEGUARDING IN LISBURN & CASTLEREAGH CITY COUNCIL

Members will be aware of the importance of having appropriate measures in place to ensure safeguarding within the Council. Members will further recall that safeguarding sits under the responsibility of the Environmental Health Service Unit. The purpose of this report is to provide Members with an update in relation to this activity. Lisburn & Castlereagh City Council has established a Safeguarding Working Group (SWG) with membership from all departments within the Council. The first meeting took place in June where Terms of Reference were agreed. Safeguarding, like other Council activities, is subject to audit. The annual Safeguarding Board Northern Ireland audit has been completed and was submitted in


accordance with the timeframe. It is expected that the Council will receive feedback on its submission in the autumn. A score of 54% compliance was obtained. The audit has helped produce a work plan for the SWG and has reinforced the need to review all Lisburn & Castlereagh City Council internal procedures to bring them in to line with current guidance. The Safeguarding Board Northern Ireland audit has also highlighted a requirement for internal monitoring and regular auditing of procedures within all council services; it is not acceptable to simply produce procedures, Lisburn & Castlereagh City Council must be able to give evidence of fulfilment of all safeguarding requirements and this role will be considered through organisational design. Until positions are clarified the existing safeguarding protocols which existed in the extant councils are being followed. In addition to the establishment of the Safeguarding Working Group, the completion of the annual audit and development of a work programme, 4 consultations have been responded to on behalf of Lisburn & Castlereagh City Council: Case Management Reviews; Child Sexual Exploitation; Information Sharing Agreement; and Cooperating to Safeguard Children in Northern Ireland. Recommendation It is recommended that Members note the information provided with regard to safeguarding within Lisburn & Castlereagh City Council.

11 THE DOGS (NI) ORDER 1983 - FAILURE TO PAY FIXED PENALTY NOTICES

During the month of August 2015 seven persons failed to take the opportunity to pay a Fixed Penalty Notice for not having a dog licence. Legal proceedings will now be instigated under Article 17(1) of the above legislation. During the month August 2015 one person failed to take the opportunity to pay a Fixed Penalty Notice for allowing their dog to stray. Legal proceedings will now be instigated under Article 22 (1) of the above legislation. Recommendation It is recommended that Members note the instigation of legal proceedings under Article 17 (1) and Article 22 (1) of the Dogs (NI) Order 1983.

12 THE DOGS (NI) ORDER 1983 - UPDATE ON PROSECUTIONS On Tuesday 17 August 2015, a gentleman from Aghalee, appeared in Lisburn Court having failed to pay a Fixed Penalty Notice for Breach of Control Conditions issued following a dog attack on another dog under Article 30F (1) of the above legislation. Mr McBarron received £550.00 fine and was instructed to pay £200.00 costs, £32.00 court costs and £16.00 levy.


On Tuesday 17 August 2015, a second case was to be heard at Lisburn Court for a second breach of Control Conditions following a dog attack on another dog under Article 30F (1) of the above legislation. This matter was adjourned until 15September 2015. On 10 August 2015, a case was listed to be heard at Newtownards Court following non-payment of a Fixed Penalty Notice issued when the person in charge of a dog permitted it to foul on lands at Brooklands Football Pitch, Ballybeen. This matter was adjourned until 14 September 2015. Recommendation It is recommended that Members note the updates of prosecutions in relation to the Dogs (NI) Order 1983.

13 THE SUNBEDS ACT (NI) ACT 2011 – SUNBED TESTING EXERCISE

I wish to advise Members of a recent Sunbed Testing Exercise conducted on 18 August 2015 within the Lisburn & Castlereagh City Council area. The Sunbeds Act (NI) Act 2011 came into force in May 2012 and introduced an age restriction for people using sunbeds to people over 18. This is due to the increase in skin cancer in recent years and incidents involving children suffering burns after using sunbeds, new laws were introduced in 2011 to restrict their use. The purpose of the test exercise was to check that premises with sunbeds operating within the Lisburn & Castlereagh City Council area were following the law. Prior to the completion of the test exercise, Environmental Health Officers visited all known premises with sunbeds and held a free Sunbed Seminar, providing advice and information to ensure that businesses could comply with the requirements of new legislation. Fifteen premises within the Council area were identified as having sunbed/tanning facilities within their premises. Unfortunately one of the fifteen premises agreed to a 14-year-old girl using a sunbed within their premises subsequently a Fixed Penalty Notice has been issued for £250.00 for this offence which would have put her at risk from harmful UV radiation had she used the sunbed. The Environmental Health Service Unit will continue to monitor and provide advice to in relation to the Sunbeds Act (NI) Act 2011 and enforce the legal requirements:

Prohibit the use of sunbeds in a commercial business to under 18’s; Prohibit the sale or hire of sunbeds to anyone under 18 years; Prohibit unsupervised use of sunbeds in a commercial premise; Prohibit the presence of persons under 18 being in a restricted zone; Provide information to sunbed users; Display a public information notice regarding health risks; Prohibit the provision or display of information making health claims.

http://www.bristolpost.co.uk/thirds-Bristol-tanning-salons-breaking-law/story-19806075-detail/story.html


Recommendation It is recommended that Members note the information regarding the Sunbed Testing Exercise.

14 THE SAFETY ADVISORY GROUP (SAG)

14.1 SAG Update

Members will be aware of the establishment of the Lisburn & Castlereagh City Council SAG in August 2014 with the following aims:

To advise the Council in the exercise of its powers under the Health and

Safety at Work (NI) Order 1978 regarding sport grounds/public events that do not require to be Certified/Licensed.

To advise the Council in the exercise of its powers under the Safety of Sports of Sports Grounds (NI) Order 2006 in respect of safety certification.

To advise the Council in the exercise of its powers under the Local Government (Miscellaneous Provisions) (NI) Order 1985.

To provide advice and provide assistance to sports grounds certificate

holders, event license holders and event planners on public safety related issues.

To provide a forum within which the Council and other agencies may develop

a coordinated approach to participant and spectator safety. Consider aspects of and possible changes to the terms and conditions in the

General/Special Safety Certificate/ Licensed Conditions. To receive any relevant reports in relation to matters found during inspections

by Group members. To discuss any significant incident with potential safety implications or “near

miss” at a sports ground/public event. To receive notification of the issue of any prohibition notice and any

prosecutions under sports grounds/events legislation. To consider the advice published in all available guidance documents e.g.

The Purple Guide to Health, Safety and Welfare at music and other events, and the Northern Ireland Guide to Safety at Sports Grounds (the red guide).

To ensure that as appropriate the Council gives relevant consideration to the

section 75 statutory duties and other related legislation for which the Council would be responsible.

Members will be aware that the SAG has written Terms of Reference and effective procedures encompassing all matters which fall within the Council’s


regulatory duties, ie Health and Safety and Licensing, and has representatives from the Council, PSNI, NIFRS and NIAS. This SAG not only covers safety certification of those sports grounds in the area with regulated stands but has also responded to the increase in number, variety and complexity of public events and council events in the area by convening to discuss the safety at other spectator events.

To date the SAG has met 6 times, received 35 notifications of events within the Council area, facilitated 15 presentations from various public events including the Ulster Grand Prix, the Oyster Festival, The Sunflower Festival, the Circuit of Ireland and internal Council-led events, including the Mayor’s Parade and Carnival, the Half Marathon. The SAG will continue to develop documentation to assist event organisers in running a safe event and promote this on the Council’s Website.

Recommendation It is recommended that Members note the information regarding the SAG.

14.2 SAG Minutes

Attached as Appendix 6 EH for Members’ reference is a copy of the SAG Minutes from 12 August 2015. Recommendation It is recommended that Members note the SAG Minutes from 12 August 2015.

RICHARD W HARVEY HEAD OF SERVICE (ENVIRONMENTAL HEALTH) 25 AUGUST 2015

LICENSING OF PAVEMENT CAFES Lisburn & Castlereagh City Council would make the following comments with regard to the Draft Guidance:-

4.11 As a guide, the ‘interim’ Memorandum of Understanding agreed between

TransportNI and Belfast City Centre Memorandum, highlights 1.5m of a minimum footpath width. The report, ‘Inclusive Mobility’ recommends that 2m is the ideal minimum footpath width, to allow 2 wheelchairs to pass each other comfortably. Where this is not possible, 1.5m or 1m is the absolute minimum.1 The presence of tables and chairs should never discourage pedestrians from using the pavement.

In section 4.11 of the guidance the Department states 3 different widths on the footpath. It recommends 2 metres as the ideal, 1.5 metres as the interim or 1 metre as the absolute minimum. This is very confusing and open to interpretation and one recommended width of 1.5 m should be applied.

11.3 Subsection (2) requires the applicant to fix a notice to the premises on the day the

application is sent to the council. The notice must be positioned so as to be visible and legible to the public until the end of the 28 day period allowed for representations. The notice period begins on the first working day after the date of the application is received by a council.

In section 11.3 the Department requires the notice to be displayed for a 28 day period whereas they further highlight that the notice period begins on the first working day. Can we have clarification when the 28 days begin in terms of non working days.

12.1 Section 12 gives a district council the power to charge fees which will enable it to

offset the cost of administering the pavement cafés licensing scheme. Fees may be charged for the grant, renewal or variation of a licence. Section 12 does not specify a fee structure. Councils can determine the time and way in which fees are to be paid.

In section 12 the Department discusses the fee structure where this fee is to offset the cost of administering the Pavement Café Licensing scheme. This approach will lead to 11 councils with different fees and different formulas to calculate their fees. Would it not be more appropriate for the Department to set this fee or otherwise issue some guidance in relation to setting of fees, what is to be included and any limitations to be considered.

13.3 Subsections (3) and (4) provide that if there is an addition to the partnership the

new partner will be given the authority to place furniture on the area (similar to employees), but will not be deemed a licence holder of the current licence.

In section 13.3 the guidance is confusing in relation to new partnerships, where a new business partner in such a food business will not have any liability in relation to Pavement Café during the period of the current licence.

This Council would also like clarification as to the interpretation of Planning Legislation in this process. In the previously cited Street Trading Act this matter was not addressed and so the legislation was interpreted differently by the previous 26 councils.

APPENDIX 1 EH

APPENDIX 2 EH Options Appraisal

Option: 1 (A) Extend/Renegotiate AA and TS with DRD

Comments/Considerations:

Would the DRD be prepared to extend the current arrangements?

Are the current arrangements working successfully for the councils?

Increase in charges e.g. PCN processing.

Would it remain VFM is the charges increased?

Hard work already done in terms of negotiating with DRD/seeking legal opinion/documents produced, etc.

Access to IT system going forward.

Member/citizen views.

If not extended need to consider impacts e.g. procurement of enforcement contract; processing of PCNs; DRD role in payments (cash, cashless, etc); DRD role in clamping and debt recovery, etc.

Pro’s Con’s

Minimal change for the council and avoids significant work to fragment and redesign service

Enforcement remains at arm’s length (could also be a pro?)

Allow council time to consider and develop a long term parking strategy

No direct interaction with NSL – issues dealt with through contract management

DRD/NSL have experience in their elements of AA & TS

DRD may not allow flexibility in terms of TS for future service, “all or nothing?”

Centralised service in theory should be more efficient and consistent

Less control

Option: 1 (B) Avail of existing NSL contract through new AA with DRD (all or some)

If DRD do not continue processing of PCN’s for Councils there may still be an option for a new AA with DRD for the NSL services.

Pro’s Con’s

Avoid procurement costs

Lack of clarity as to details of contract

In theory should be cheaper as bigger contract

DRD may be inflexible with regard to Councils taking only those elements they prefer and may insist on all or nothing

Established

Less management control as through DRD

Option: 2 (A) Procure through open competition DRD element of the AA

Comments/Considerations:

Detail for what needs to be done is mostly available in the AA/TS.

Has the market place got experience of doing this type of work?

Would it be able to provide a VFM service?

What would the implications be for the council in terms of systems, people, internal processes, etc.

Would there be any barriers to hinder the council from doing this e.g. legally / in the legislation, etc?

Cost and timing of a procurement exercise (European tender?)

Would need to decide on option for NSL element of the contract e.g. procure or bring in house? Could procure as part of an overarching contract covering DRD and NSL elements.

Would each council want to do this individually/as a cluster/or as a region?

Pro’s Con’s

Council can remain as is in terms of this element

Cost of procurement exercise in terms of officer time etc

Option: 2 (B) Bring in house the DRD element of the AA (each council or a lead council)

Comments/Considerations: The DRD element of the AA & TS covers:

Contract Management of NSL.

PCN processing including staff costs/challenges and appeals process/IT systems and support/collection of PCN income banking and administration (including CC charges)/stationery/legal fees/DVA costs.

Communications.

Reconciliation of income streams (cash/season tickets/cashless payments).

Queries.

Audit checks of income streams.

Management information reports.

Would each council want to set up/take responsibility for their own portion of the DRD elements, or would one council be prepared to be the lead on this and charge the other 10 councils?

Would councils wish to jointly procure new IT systems with DRD to allow for PCN processing or another option?

Would councils wish to continue to use NSL through DRD or set up new enforcement arrangements?

Debt collection/recovery processes would have to be developed and council would need to put procedures in place to ensure this was successful.

Council would have to deal with queries/appeals – again process/procedure would need to be developed and agreed.

Communication of changes to the public.

Signage changes.

Paperwork changes e.g. headers/layouts, etc.

Need SLA with vehicle licensing in ROI and UK.

Need SLA with Northern Ireland Traffic Penalty Tribunal.

Need arrangements with EJO to provide service for civil enforcement.

Need access to blue badge database

Cost and timing of procurement exercise for NSL element of contract or provision to get set up internally if NSL element is to come in house.

Pro’s Con’s

Council could potentially streamline processes to make them more efficient

New element of service the council has limited experience of

Councils more direct control over performance management and reports

Cost – can we deliver a VFM service in comparison to the DRD

Continuity of service for the public

Can the council cope with the change element of this?

Financial considerations:

Belfast estimates a cost per PCN processed of £23.50 (for man hours only).

Access to IT system to allow PCN processing – one off cost estimated at £10k plus annual fee £500 for Belfast: £1.92 per PCN.

Cost of having access to DVA information (and ROI DVA if appropriate).

Cost of changes to systems/processes/letterheads/signage/publications/internet, etc.

Option: 3 (a) Procure through open competition the NSL elements of the AA & TS (all or some)

Comments/Considerations: The NSL element of the AA & TS covers: o Traffic attendants deployment including enforcement patrols/issuing PCNs/Equipment/Uniforms/attendance at appeals/training/supervision/management/administration/stationery/office overhead, etc £18.79 per hour.

P&D machine maintenance including servicing/parts and labour/tickets, etc £500pa per machine.

Cash collection, reconciliation and banking including staff/premises/banking charges/vehicles/insurance, etc £15 per collection per machine.

Cleaning including litter picking/mechanical sweeps/annual mechanical sweep covering vehicles/materials/insurances and so on £15 per hour.

Plant maintenance £437 per month for Belfast.

Annual mechanical sweep £1628 pa for Belfast.

Signage provision.

Clamping and removal.

How long would the Council want this arrangement to put in place for – 3 years/5 years/10 years?

Would each council want to this individually or jointly procure as a cluster/as a region?

Contract management depending on above decision e.g. if procured as a region or cluster is there a lead council or would each council manage its own contract?

Cost and timing of procurement exercise (EU tender?)

Procure all elements or just some of what NSL currently do?

Would this be cost effective/VFM in comparison to what is currently on offer? Current cost of this element for BCC estimated to be £121.5k per annum (check this with GD).

Pro’s Con’s

Most of the detail of the requirement for the specification would be in the AA & the TS

Belfast is still developing its parking and regeneration strategy – appropriate break clause would need to be in place to allow flexibility to change arrangements if required

Council would have clear control of the service provider and could contract manage accordingly

Council has already gone through a significant period of change, is currently undergoing another one – can it cope with the change element this option would be bring? Impact of the change to officers would need to be considered

Increase in service standards to meet the Councils expectations e.g. cleanliness

Considerable work required to tender for service which could be avoided by drawing on existing contract.

Greater flexibility- option to contract out aspects and take others in house

Option: 3 (B) Bring in house the NSL elements of the AA & TS

Comments/Considerations: The NSL element of the AA & TS covers:

Traffic attend deployment including enforcement patrols/issuing PCNs/Equipment/Uniforms/attendance at appeals/training/supervision/management/administration/stationery/office overhead, etc £18.79 per hour.

P&D machine maintenance including servicing/parts and labour/tickets, etc £500pa per machine.

Cash collection, reconciliation and banking including staff/premises/banking charges/vehicles/insurance, etc £15 per collection per machine.

Cleaning including litter picking/mechanical sweeps/annual mechanical sweep covering vehicles/materials/insurances and so on £15 per hour.

Plant maintenance £437 per month for Belfast.

Annual mechanical sweep £1628 pa for Belfast.

Signage provision.

IT system - Cash Management System at the estimated one of cost of £6,488.25 and an estimated annual cost of £973.24; MY Parkfolio at a cost of £45k per annum (approx £4k per council).

Would each council want to do this individually and manage in house?

TUPE/Staff recruitment.

Setting up of process, systems, contracts, etc

Contract for cash collection?

Contract for machine maintenance?

Contract for signage?

Pro’s Con’s

Council will have direct control TUPE issues

Can be configured to suit council needs Change for the council and more change

Council can react quickly and flexibly to situations/queries/complaints

Would the council be set up to take this on board

Continuity of service to the public

Communications – internal and external and associated costs

Already set up in house or new contracts required?

THE LOCAL GOVERNMENT (MISCELLANEOUS PROVISIONS) (NORTHERN IRELAND) ORDER 1985 - ARTICLE 3 LICENSING OF PLACES OF ENTERTAINMENT – RENEWAL OF LICENCES The following premises will be issued with an Entertainment Licence.

Premises Purpose Days/Hours Rockmount Golf Club 28 Drumalig Road Carryduff BT8 8EQ Licensee: Mrs Diane Patterson

Music, singing, dancing and entertainment of a like kind.

Monday to Sunday 9.00am – 1.00am

Granshaw Presbyterian Church 48 Gransha Road Comber BT23 5QA Licensee: Mr G T McCullough


Monday to Saturday 11.30am – 11.30pm

David Lloyd Leisure 115 Old Dundonald Road Dundonald BT16 1XT Licensee: Ms Sheelagh Johnston


Monday to Friday 8.00am – 11.00pm Saturday and Sunday 8.00am – 10.00pm

Carryduff Presbyterian Church Hall Church Road Carryduff BT8 8DT Licensee: Mr Andrew Clarke


Monday to Friday 9.00am – 12.00midnight Saturday 9.00am – 11.30pm

St Joseph’s Parish Hall Knockbracken Drive Carryduff BT8 8EX Licensee: Mr Raymond Price

Music, singing, dancing and entertainment of a like kind. Theatrical performance. Sporting exhibitions and contests.

Monday to Saturday 9.00am – 1.00am Sunday 9.00am – 12.00midnight

APPENDIX 3 EH

Premises Purpose Days/Hours Restaurant 19 24 Ballymaconaghy Road Newtownbreda BT8 6SB Licensee: Mr Stephen Grey


Friday to Saturday 9.00pm – 1.00am

The Auld House 27 Church Road Moneyreagh BT23 6BB Licensee: Mr Stephen Grey


Monday to Saturday 9.00pm – 1.00am

Dundonald Omniplex Eastpoint Entertainment Village Old Dundonald Road Dundonald BT16 1XT Licensee: Mr Paul Anderson

Music, singing, dancing and entertainment of a like kind. Theatrical performance. Sporting exhibitions and contests. Snooker/Pool. Machines for entertainment or amusement.

Monday to Saturday 12.00noon - 1.00am Sunday 12.30pm – 12.00midnight

Laganview Enterprise Centre 69 Drumbeg Drive Lisburn BT28 1NY Licensee: Mr Adrian Bird

Music, singing, dancing and entertainment of a like kind. Boxing, wrestling, judo, karate or any similar sport. Billiards, pool, snooker or any similar game. Darts. Theatrical performance.

Monday to Saturday 12.00noon - 1.00am Sunday 12.00noon – 12.00midnight

Colours Snooker & Pool 62 Antrim Street Lisburn BT28 1AU Licensee: Mr Stephen McNally

Billiards, pool, snooker or any similar game. Darts.

Monday to Sunday 11.00am – 12.00midnight

Premises Purpose Days/Hours The Plough Inn 2 The Square Hillsborough BT26 6AG Licensee: Mr William Patterson


Monday to Saturday 11.30am – 1.00am Sunday 12.30pm – 12.00midnight

Lisburn Distillery Social Club Ballyskeagh Road Lisburn BT27 5TE Licensee: Mr Colin Hopkins

Music, singing, dancing and entertainment of a like kind. Billiards, pool, snooker or any similar game. Darts.

Monday to Saturday 7.30pm – 1.00am Sunday 4.30pm – 11.00pm

Lower Maze Social and Recreational Club 33 Bog Road Lisburn BT27 5RW Licensee: Mr Edward Sokanovic



Sunflowerfest 31 Cabra Road Hillsborough BT26 6NB Licensee: Mr Michael McGowan


Friday 31 July 2015 1.00pm – 12.00midnight Saturday 1 August 2015 12.00noon – 12.00midnight Sunday 2 August 2015 12.00noon – 11.00pm

Dundrod Presbyterian Church Hall 1 Leathemstown Road Dundrod BT29 4KX Licensee: Mrs Joan Simpson

Music, singing, dancing and entertainment of a like kind. Theatrical performance.

Monday to Sunday 10.00am – 12.00midnight

Coach Snooker Hall 41 Old Coach Road Hillsborough BT26 6PB Licensee: Mr Colin Carlisle

Boxing, wrestling, judo, karate or any similar sport. Billiards, pool, snooker or any similar game. Darts.

Monday to Saturday 10.30am – 1.00am

Premises Purpose Days/Hours The Old School House (Logic Café) 51 Main Street Moira BT67 0LQ Licensee: Mrs Jennifer Swift


Monday to Sunday 10.00am – 11.00pm

Sarah Crothers Hall Beechland Drive Lisburn BT28 1HR Licensee: Ms Norah McNally


Monday to Sunday 7.00pm – 10.00pm

Moira Presbyterian Church Meeting Street Moira BT67 0NR Licensee: Mr Ian James Watson


Monday to Sunday 7.00pm – 12.00midnight

T Alexander & Co (Lisburn) Ltd 1 Young Street Lisburn BT27 5EA Licensee: Mr Tomas Gary Alexander

Music, singing, dancing and entertainment of a like kind. Boxing, wrestling, judo, karate or any similar sport. Billiards, pool, snooker or any similar game. Darts.

Monday to Saturday 12.30pm – 1.00am Sunday 12.30pm – 12.00midnight

The Ballymac Hotel 7A Rock Road Lisburn BT28 3SU Licensee: Mr Terry Doran



Premises Purpose Days/Hours Lisburn Racquets Club 36 Belfast Road Lisburn BT27 4AS Licensee: Mr Trevor Woods

Music, singing, dancing and entertainment of a like kind. Boxing, wrestling, judo, karate or any similar sport. Theatrical performance.

Monday to Saturday 11.30am – 1.00am Sunday 1.00pm – 6.00pm

Hillsborough Village Centre 7 Ballynahinch Road Hillsborough BT26 6AR Licensee: Mr David Agnew


Monday to Sunday 9.00am – 11.00pm

Down Royal Racecourse Gravelhill Road Lisburn BT27 5RW Licensee: Mr Michael Todd


Monday – Saturday 12.00noon – 1.00am Sunday 12.30pm – 12.00midnight

Ancient Order of Hibernians Trinity Terrace Lisburn BT28 1DG Licensee: Mr Adrian Dixon

Music, singing, dancing and entertainment of a like kind. Boxing, wrestling, judo, karate or any similar sport. Billiards, pool, snooker or any similar game. Darts.

Monday to Saturday 11.30am – 1.00am Sunday 12.30pm – 10.00pm

The Highway Inn 8 Hillhall Road Lisburn BT27 5BU Licensee: Mr Eric Philips



Premises Purpose Days/Hours The Four Trees 61-63 Main Street Moira BT67 0LQ Licensee: Mr Philip Patterson



Larchfield Barn 375 Upper Ballynahinch Road Lisburn BT27 6XL Licensee: Mr Gavin Mackie


Monday to Saturday 12.00noon – 1.00am Sunday 12.00noon – 12.00midnight

The Hilden Brewery Grand Street Lisburn BT27 4TY Licensee: Mr James Joseph Scullion



PETROLEUM CONSOLIDATION ACT (NORTHERN IRELAND) 1929 – RENEWAL OF LICENCE The following premises will be issued with a Petroleum Licence.

Premises Quantity of Petrol Carryduff Service Station (Maxol) – unmanned site 629 Saintfield Road Carryduff BT8 8BS Licensee: Maxol Oil Ltd

Maximum Safe Capacity 82,500 litres

Nicholl Fuels 636 Saintfield Road Carryduff BT8 8BT Licensee: Nicholl Fuel Oils Ltd


Pooles (Moira) Ltd 15-23 Main Street Moira BT67 0LE Licensee: Mr Ian Poole


Whitemountain Service Station 19 Mullaghglass Road Lisburn BT28 3SN Licensee: Mr Sam Finley


Temple Filling Station 82 Carryduff Road Lisburn BT27 6UA Licensee: Mr Tahir Basraa


Trummery Service Station 11-13 Lisburn Road Moira BT67 0JR Licensee: Mr Fergal Woods


APPENDIX 4 EH

Premises Quantity of Petrol Lisburn PSNI 15 Barrack Street Lisburn BT28 1TJ Licensee: Ms Angela McAllister


Morrow Supervalu 97-99 Knockmore Road Lisburn BT28 2EA Licensee: Mr David Morrow


Glenavy Filling Station 71 Main Street Glenavy BT29 4LP Licensee: Mr Ian Poole


Eurospar Dromara 34 Rathfriland Road Dromara BT25 2JG Licensee: Henderson Retail Ltd


THE DRAFT FLUORINATED GREENHOUSE GASES REGULATIONS (NI) 2015 Date: 18 August 2015 The following consultation comments have been prepared by Lisburn & Castlereagh City Council. The Council have examined the consultation document and draft Regulations and provide the following responses to the consultation questions. Q1. Do you agree that having a consistent set of enforcement provisions across Northern Ireland and the UK is the best approach? Yes Q2. Do you think the proposed balance between direct criminal offences and enforcement notices is appropriate to ensure effective compliance with the EU Regulation? Yes Q3. Do you know of any businesses in NI which use ORCs? No Q4. Do you agree with the financial calculations in the Partial Regulatory Impact Assessment, or do you have any alternative statistics to offer? No comment is offered in relation to costs to businesses. The cost to enforcement bodies will be determined by the regulatory effort necessary. The Council expect the Department as the competent authority under the appropriate regulations to agree the regulatory effort in consultation with the Council. It would be expected that a risk-based (centralised where possible) and proportionate approach would be followed in a manner similar to that employed during the introduction of the previous set of F-gas Regulations. In effect this would mean that businesses already deemed to be compliant following previous inspections would not be re-visited. New businesses brought into the regime by virtue of the draft Regulations, with specific reference to the estimated 60,000 refrigerated trucks operating in the U.K., should first be considered using a risk-based approach and the largest operators should be asked to sign-up to compliance agreements with their ‘home’ local authority using a contractor engaged by DEFRA and DOE. In a similar manner to the approach agreed by DOE to stationery installations under the 2009 regulations, it would appear likely that inspections of small or individual operators of refrigerated trucks would be disproportionate to the benefit to be gained. Therefore the Council would not expect to be undertaking such inspections. Q5. Do you have any concerns, financial or otherwise, on how the new provisions of the draft NI F-gas Regulations may impact upon you and/or your business/organisation? No comment offered.

APPENDIX 5 EH

Q6. Based on your experience, do you agree with the assumptions made for the time required to complete each activity (tables 1 and 2 in section 4.11 of this document)? If not, can you provide any additional evidence to inform our assumptions of the time requirements required to complete each activity? No comment offered as tables apply to GB only. Q7. Do you anticipate there to be any additional compliance or enforcement activity associated with the draft NI F-gas Regulations that we have not considered in this document? If so, can you provide an estimate of the cost impact of this? None anticipated, although this will need to be subject to direction from the Department and agreement by the Council. Q8. Is there any specific new provision of the draft NI F-gas regulations, as specified in section 2 of this document, which gives you or your organisation any cause for concern? No.

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MINUTES OF SAFETY ADVISORY GROUP MEETING HELD ON WEDNESDAY 12 AUGUST 2015 AT 09.30 AM IN CIVIC HEADQUARTERS, LAGAN VALLEY ISLAND, LISBURN

Present

Heather Moore, Chair (HM)

Brona Turley LCCC (BT)

Sandra Pinion LCCC (SP)

Ricky Taylor PSNI (RT)

Jeremy Cowen NIAS (JC)

Joanne Smiley NIAS (JS)

Aine McCabe LCCC (AMCC)

Vicky Elliott LCCC (VE)

Ross Gillanders (visiting)

ACTION

1. Apologies

Richard Harvey, LCCC Donal McLaughlin, LCCC Colin Duff, LCCC Roy Purvis, NIFRS Ken Gammon, NIFRS

2. Minutes of 19 June 2015 Meeting

The minutes of the above meeting were agreed. There were no changes.

3. Matters Arising

Half marathon - concerns were closed off.

Oyster Festival - Site meeting held, awaiting updated plan. - Report to council regarding use of Chimes car park. - William Patterson requested transfer of liquor licence to the

Fort. - Access to the Fort required as Fort Area being used for children’s

activities.

Black Saturday - BT spoke to Alderman Leathem regarding the process. - HM advised Leisure Services would assist with litter picking and

marshalling if required. - BT/SP advised child protection/safeguarding template policy had

been issued and this will be discussed with Alderman Leathem.

BT HM AMCC RT AMCC

4. SAG – Annual Review – 1 year on

It was agreed a Policy would be created which would emphasise the purpose of SAG and its advisory role.

Agreed to develop website in conjunction with MCU which would easily provide help and guidance to event organisers.

Policy draft to include a communication plan.

VE advised a draft plan is available on Co Durham Council website which could be used as a template.

BT/SP

APPENDIX 6 EH

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It was noted that a previous invitee at a SAG meeting had reported they felt intimidated at the meeting and it was suggested by HM to include a photograph of a SAG meeting in progress on the website to help future attendees feel more at ease and know what to expect.

The Group agreed that SAG annual reviews to be held in the month of August.

5. Terms of Reference

Terms of Reference were revised in August 2015.

HM suggested a preamble be prepared and recorded with the wording: ‘Following on from the purple guide…’

BT advised all SAG documents are saved in V Drive - SAG folder.

Discussed confidentiality, competency and training needs. Agreed that the following wording be included in 4.1: ‘Training requirements of the wider SAG forum will be considered annually’.

BT/SP BT/SP

6. Assessment Tool Draft assessment template to screen events based on risk was discussed. It was agreed to include a new factor to assess community impact, e.g. noise, litter, antisocial behaviour and alcohol consumption. Add new section at beginning of Assessment Tool to confirm that an event with an entertainment or liquor licence is automatically invited to SAG. It was discussed how to practically score events, either individually or as a group. It was agreed the initial assessment is completed by LCCC in isolation with other agencies advised. Timescale for response from other agencies was agreed to be within 5 working days. If no response was received within this timescale the assumption would be that all agencies have agreed on scoring. Scoring bands were discussed and it was agreed to raise the scoring threshold by 10 points and amend grading as follows: 0-20 Low 25-30 Medium 35+ High It was agreed that events scoring between 0-20 would not need to be considered by SAG unless any single agency flags a concern.

BT/SP BT/SP

7. Draft Event Debrief and Evaluation Template The purpose of the template was discussed. The template will be used to encourage organisers to carry out their own debrief. It was agreed the document will be issued as part of the Event application pack. The debrief form to be completed by the event organiser and returned to SAG within one month of the event being held in order for members of SAG to review and capture any issues.

SP/BT

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8. Event Notifications Received – Panel Discussion The Belfast Dog Show Championships was discussed. This event is under the remit of Balmoral Park and it is the inaugural event being held in the Eikon Exhibition Centre. SP has been communicating with Theresa Morrissey (exhibition space co-ordinator) in order to recognise the unique aspects of Balmoral Park and their arrangements. Rural Speciality Food Fair is a Council event being organised by a private events company. Twilight Nights by Fairy Lights – Council run event. SP advised of meeting to be held on 17 August 2015 with Ryan Black from Arts Centre. It was agreed to populate an events calendar of what events are upcoming. It was also agreed the events calendar will be a standing item on future agendas entitled ‘Forecasting’.

9. Events taken place since last SAG Meeting – National Balmoral, Saintfield Show, Grand Fondo, Pipe Band Championships, Sunflower Festival, Edible Garden Festival, Ulster Grand Prix, Classic Car and Bike Run and Triathlon Events taken place since last SAG meeting were discussed:

Saintfield Show - Issues have been communicated to organiser by AC

National Balmoral - July - No debrief completed

Grand Fondo - Caused traffic chaos - No debrief completed - No issues locally

Pipe Band Championships - Unaware of debrief

Sunflower Festival - Some issues - No debrief received - Two LCCC officers attended event. Issues were dealt with at the

time

Edible Garden Festival - No feedback received

Ulster Grand Prix - There will be a formal debrief held

Classic Car and Bike Run - Small event – unaware of debrief

Triathlon - Event only held on 9 August 2015 – no feedback yet

It was agreed the Event Debrief and Evaluation Form be included in all application packs from today (12 August 2015).

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10. Saintfield Show (Debrief of Event) – Bill Perceval-Price 11.30am – Bill Perceval-Price (BPP) joined the meeting for the Saintfield Show debrief. HM thanked BPP for his attendance and introduced all at the meeting. HM explained the debrief process was in place to assist event organisers. SP stated immediate issues for LCCC which were gaps in event plan, e.g. liquor licence, crowd control, marquee supplier, etc. BPP advised the meeting that he had modified the Risk Assessments but had not lodged them with LCCC on time. BPP advised the meeting that there were no reportable incidents from the medical team and that everything worked as planned. He stated that although it was always a problem getting enough stewards for the event there was an adequate number on the day. BPP stated he did not realise he had to go through SAG and thought informing the PSNI was sufficient. BPP stated traffic management was better this year as they had learnt from previous years. HM suggested BPP amend his plan based on recent discussion and feedback in order to be prepared for next year. BPP advised the meeting the suggested date for the 2016 show would be 18 June 2016. HM requested this target date to be slotted into the events calendar for next year and advised BPP to contact the SAG team if he needed any advice. BPP advised the meeting he will have the event application in by mid-April 2016.

BT/SP

11. A O B JC asked that it be noted in the minutes his gratitude to the Environmental Health Service Unit for the administration for the SAG.

12. Date of next meeting Date and time of next meeting – Wednesday 9 September 2015 at new start time of 10.00am. Venue to be confirmed.

Appendix 9 Report of HoS (OS)

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICE COMMITTEE - WEDNESDAY, 2 SEPTEMBER 2015 REPORT BY HEAD OF SERVICE (OPERATIONAL SERVICES) PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council. The following item is for decision:

It is recommended Members consider whether they wish to nominate LCCC Members to attend the NI Amenity Council meetings.


It is recommended Members note the information with regard to vandalism and damage to council plants in the Moira area.

It is recommended that Members note the information regarding tree maintenance works

ITEM FOR DECISION 1. NI AMENITY COUNCIL: LCCC MEMBER NOMINATIONS

Correspondence has been received from the NI Amenity Council in respect of LCCC Member nominations to attend the various NI Amenity Council meetings. Members are advised that two places are available to the Council. Recommendation It is recommended Members consider whether they wish to nominate LCCC Members to attend the NI Amenity Council meetings.

ITEMS FOR NOTING 2. DAMAGE TO COUNCIL PLANTS: MOIRA MAIN STREET

Members are advised of a spate of recent damage and vandalism in the Moira area. Council staff repaired the damaged planters and removed graffiti from the entrance signage.

Appendix 9 Report of HoS (OS)

Recommendation It is recommended Members note the information with regard to vandalism and damage to council plants in the Moira area.

3. TREE MAINTENANCE WORKS

At the June Environmental Services Committee meeting Members approved the procurement of additional tree maintenance works to address the extensive issues raised in the recent Tree Condition Report. At the August Council meeting Delegated Authority was sought and approved for the Environmental Services Committee to award the tender, thereby allowing the project to be completed by 31 October 2015. An update on progress to date will be given at the meeting. Recommendation

It is recommended that Members note the information regarding tree maintenance works.

T M COUSINS HEAD OF SERVICE (OPERATIONAL SERVICES) 26 August 2015

Appendix 10 Report of HoS T&E

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF EVIRONMENTAL SERVICES COMMITTEE – WEDNESDAY 2 SEPTEMBER 2015 REPORT BY HEAD OF SERVICE, TECHNICAL AND ESTATES PURPOSE AND BACKGROUND The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council. The following items are for decisions:

It is recommended that officers be permitted to identify training opportunities, to enable the waste management section to carry out appropriate Cleanliness Surveys, and that Council continue to participate in Ulster in Bloom and Best Kept work with agencies and groups to encourage community and interagency participation, with regard to Council wide cleanliness and enhancement

It is recommended that a fixed price gas contract for Lisburn & Castlereagh City Council be tendered for a period of 26 months from 1 Feb 2016 to 31 March 2018. It is also recommended that the proposed collaboration with Antrim & Newtownabbey Borough Council be utilised.

It is recommended that Members approve continued provision of special

collection rates from non-domestic properties at the rates detailed in the

report.


It is recommended that members note the content of the report and proposals for interim waste service arrangements during the temporary closure of Carryduff HRC.

It is recommended that Members note the report regarding the Waste Harmonisation Steering Group

It is recommended Members note the transfer of allowances as detailed in the report.

It is recommended that Members note the information regarding Lisburn City Council & Castlereagh Borough Council draft NILAS reconciliation.

It is recommended that the information regarding the draft Storage of Carbon Dioxide (Access Infrastructure) Regulations (Northern Ireland) 2015 and the draft Storage of Carbon (Licensing etc) Regulations (Northern Ireland) 2015. The Directive 2009/31/EC, on the Geological Storage of Carbon Dioxide (“the Directive”), makes provision for permitting the long-term storage of carbon


dioxide within their territories be noted and that any comments relating to the consultation should be forwarded to DETNI before 17 September 2015.

It is recommended that Members note the information regarding the three tender documents in relation to the Estates Strategy.

It is recommended that provision be made to extend the current leasing arrangements for several portions of ground on the periphery of the former Drumlough Landfill site for a period of 3 years with an option for a further extension if required.

It is recommended that Members note award of the tender for the Haulage of

Green and General Waste from The Cutts and Drumlough Household

Recycling Centres to R & M Greenkeepers, Unit 14, Kilcronagh Business Park,

Cookstown, Co.Tyrone, N.Ireland, BT80 9AR, subject to the approval of the

Council’s Purchasing department.

ITEM(S) FOR DECISION 1 BOROUGH CLEANLINESS SURVEY

Attached, under Appendix 1 TS, is a letter from Keep Northern Ireland Beautiful (formerly known as Tidy Northern Ireland) proposing that they carry out a range of surveys for Councils across Northern Ireland, over a 3 year period, at an annual cost to each Council of £7,500 plus VAT.

Both former Lisburn City Council and Castlereagh Borough Council had in recent years been asked by Tidy NI, to support a number of initiatives such as Eco schools, Live Here Love Here etc. Both Councils declined to participate due to budgetary pressures. The situation with regard to funding for this programme remains unchanged, there is no provision within the current budget year to participate in this programme and it is deemed that there is little benefit to the Councils participation in this survey. However, it is proposed that officers from within the Waste Management team would be trained to carry out Cleanliness Surveys, this would be considered more beneficial to its overall management of the service and standards. In addition it is proposed that the Council would continue its long standing relationship with Ulster in Bloom through the Northern Ireland Local Government Association (NILGA), and Best Kept awards through the Northern Ireland Amenity Council (NIAC). These competitions seek to promote, protect and preserve the physical environment and work with community groups, housing associations, businesses, and schools as well as the Council to:-

Keep their environment litter and graffiti free


Promote and make use of recycling facilities within the Lisburn & Castlereagh Council area.

Encourage resident participation and foster community pride in their local environment

Plant trees, flowerbeds and shrubs and keep weeds at bay Achieve success at local and national level in competitions such

as Best Kept and Ulster/Britain in Bloom

Recommendation It is recommended that officers be permitted to identify training opportunities, to enable the waste management section to carry out appropriate Cleanliness Surveys, and that Council continue to participate in Ulster in Bloom and Best Kept work with agencies and groups to encourage community and interagency participation, with regard to Council wide cleanliness and enhancement.

2. NATURAL GAS PROCURMENT

Lisburn & Castlereagh City Council (L&CCC) currently has a natural gas contract with Firmus Energy that is due to expire on 31 January 2016, so a new contract is due to be put in place following this date for its 4 different tariffs. The tariff is defined by the quantity of natural gas consumed at that site. These tariffs are Industrial, Combined Heated & Power (CHP), Industrial Commercial (IC) 1 and IC2. Due to the perceived low price of gas currently, a fixed price contract is recommended.

The feasibility of collaborative procurement was investigated with Northern Ireland Councils. Antrim & Newtownabbey Borough Council expressed an interest in collaborating in this proposed contract. It was considered that a 2 year fixed price contract would be appropriate, however, if the proposed contract ended on 31 March 2018, this would provide an opportunity for further collaboration as other Councils’ contracts end on 31 March. It is, therefore, recommended that a 26 month contract be tendered to facilitate this potential future opportunity.

Recommendation It is recommended that a fixed price gas contract for Lisburn & Castlereagh City Council be tendered for a period of 26 months from 1 Feb 2016 to 31 March 2018. It is also recommended that the proposed collaboration with Antrim & Newtownabbey Borough Council be utilised.

3. COMMERCIAL SPECIAL COLLECTION REQUESTS

Members are advised that on occasion the Council is contacted by non

domestic organisations requesting a special waste collection. These requests


can come from both current trade waste customers who have a bulky waste

disposal need, as well as from non trade waste customers again with a bulky

disposal requirement.

At present provision for householders with bulky waste collection requests is

provided at a cost of £10 for up to three items.

In the former Lisburn City Council special collection requests from commercial

entities were charged at the rates detailed below:

0-2m3 £64.80

2 – 4m3 £129.60

4 – 6m3 £194

Recommendation

It is recommended that Members approve continued provision of special

collection rates from non-domestic properties at the rates detailed in the

report.

ITEMS FOR NOTING 4. CARRYDUFF HOUSEHOLD RECYCLING CENTRE REFURBISHMENT 4.1 SERVICE RELOCATION ENABLING WORKS

Members will recall that the tender for the refurbishment of the Carryduff HRC was approved at June meeting of the Environmental Services Committee and the works are to commence on 28 September 2015 for a period of 4 months. To facilitate these works it will be necessary to temporarily close Carryduff Household Recycling Centre, this will also require the relocation of the fleet currently located at the site. The Council has procured the use of 35 Mill Road, a former quarry. This site is partially occupied by McNabb Waste Ltd. An existing office will act as a welfare facility block. Some additional temporary hardstanding of the quarry floor and existing carpark will be needed to locate the vehicles. These enabling works will be carried out through use of Term Service Contractors at the decant site. Financial provision has been made within the current financial year for this work.

Recommendation It is recommended that the above information be noted.


4.2 INTERIM WASTE SERVICE ARRANGEMENTS

Waste Service Arrangements To facilitate the temporary closure of Carryduff HRC, the following interim service provision arrangements and communications are proposed. Regulatory Compliance The following routes for regulatory compliance in terms of interim waste services provision are available to the Council. 1) A full waste management licence application under the Waste

Management Licensing Regulations (NI) 2003 as amended. However,

this would require a full application to be submitted to include planning

permission and water discharge consent. Previous site investigations

within the Carryduff and surrounding area identified no suitable,

available sites.

This option is considered not to be viable. 2) A Paragraph 18 Exemption under the Waste Management Licensing

Regulations (NI) 2003 as amended.

This enables the Council to provide a bring site service similar to those

currently provided within the Council area. However, there are

restrictions on the type and quantities of waste that can be stored, these

being: Paper, Cardboard, Textiles, Plastics, Glass, Metal cans, Food and

drinks cartons

This is the only viable option, as the NIEA has indicated that it would be prepared to allow the temporary relocation of bring banks to other suitable sites without the need for modifications to the existing Exemption Certificate. Interim service provision arrangements are being formulated, with due consideration being given to health and safety, traffic management and other associated operational issues.

A number of Provisions are being made to facilitate users of Carryduff HRC which will include :-

Additional Bring banks at:-

Lough Moss Leisure Centre, Hillsborough Road

Castlereagh Hills Golf Club, Manse Road

Dundonald International Ice Bowl


Discussions are also currently taking place with the Managing Agents of Carryduff Shopping Centre to enable additional banks to be located alongside existing banks. Provision of Refuse Collection Vehicles at Bradford Court Offices for general waste disposal each Saturday morning during the closure period. Where possible, provision will also be made for the recycling of paper, cardboard and small, restricted quantities, of green waste. The garden waste collection service will be temporarily re-instated over the closure period. This would provide for the collection of small quantities of garden waste and the recycling of Christmas trees. Residents will have access to the Council’s sites at Drumlough, Hillsborough and The Cutts, Derriaghy. Both sites are within 30 minutes travelling time from Carryduff.

A number of methods of communication will be utilised before and during the closure period to inform residents of the closure, interim arrangements and contact details. The timing of communications will be synchronised with the closure date and may be subject to change to allow for any slippage with the works start date. The above proposals may be subject to change or refinement as preparatory work and discussions with relevant parties continues over the coming weeks. Recommendation It is recommended that members note the content of the report and proposals for interim waste service arrangements during the temporary closure of Carryduff HRC.

5. WASTE HARMONISATION STEERING GROUP – TERMS OF REFERENCE

Members will be aware that harmonisation of waste collection, treatment and disposal arrangements within the new Council is required as a result of local government reform. The various work streams will be considered within the context of delivery of the Councils Waste Management Plan, compliance with statutory waste diversion and recycling targets and the prevailing legislative and policy landscape.

With a view to progressing this work, a Waste Harmonisation Project Steering Group, made up of Officers from both the Operational and Technical & Estates Services Unit will be established. Attached for Members’ information are the proposed Terms of Reference (Appendix 2 TS )for this group which will be used to direct the various work streams going forward.

Members will be advised on progress of these work streams as and when appropriate.


Recommendation

It is recommended that Members note the report regarding the Waste Harmonisation Steering Group.

6. NORTHERN IRELAND LANDFILL ALLOWANCE SCHEME 2014/15

Members will be aware that the Joint Committee has endorsed a NILAS Transfer Protocol and this has been agreed by all Councils within the arc 21 group.

The principle of the Protocol is for any constituent Council with excess allowance in any given scheme year, to make that available for transfer to any other constituent Councils, should they require that to meet their allocation. This Protocol gives all arc21 Councils some protection in the event they do not meet their allocation for whatever reason.

The Director of Environmental Services has delegated authority within the Scheme of Delegation to authorise the ‘Request to Transfer Landfill Allowances’ form should the need arise. Members are advised that for the 2014/15 scheme year one Council has exceeded their annual allocation, ie Ards Borough Council.

In view of this information the NILAS Transfer Protocol was initiated whereby each of the Councils which did not exceed their allowances contribute a proportion of their excess allowance to the Council in question.

I attach under Appendix 3 TS a copy of the forms, authorised by the Director of Environmental Services, that were submitted to Northern Ireland Environment Agency (NIEA) to initiate the transaction.

Recommendation

It is recommended Members note the transfer of allowances as detailed in the report.

7. LISBURN CITY COUNCIL & CASTLEREAGH BOROUGH COUNCIL

DRAFT NILAS RECONCILIATION

Attached under Appendix 4 TS are letters from NIEA providing details on the Draft Northern Ireland Landfill Allowances Scheme Reconciliation for Lisburn City Council & Castlereagh Borough Council for 2014/15.

Members are advised that the former Lisburn City Council landfilled 14,877 tonnes of biodegradable local authority collected municipal waste (BLACMW) equating to 79.59% utilisation of the allocated allowances available for the scheme year.


The former Castlereagh Borough Council landfilled 9,334 tonnes of biodegradable local authority collected municipal waste (BLACMW) equating to 85.63% utilisation of the allocated allowances available for the scheme year.

As part of the monitoring of the Regulations NIEA will be continuing with its audit schedule relating to the scheme year 2014/15, therefore, the draft reconciliation figures may be subject to change.

Recommendation

It is recommended that Members note the information regarding Lisburn City Council & Castlereagh Borough Council draft NILAS reconciliation.

8. CONSULTATION ON GEOLOGICAL STORAGE OF CARBON DIOXIDE IN

NORTHERN IRELAND – ACCESS TO INFRASTRUCTURE REGULATIONS AND LICENSING ETC REGULATIONS

Attached, under Appendix 5 TS is a letter from the Department of Enterprise, Trade and Investment, (DETNI), advising they have launched a consultation document on the draft Storage of Carbon Dioxide (Access Infrastructure) Regulations (Northern Ireland) 2015 and the draft Storage of Carbon (Licensing etc) Regulations (Northern Ireland) 2015. The Directive 2009/31/EC, on the Geological Storage of Carbon Dioxide (“the Directive”), makes provision for permitting the long-term storage of carbon dioxide within their territories.

This consultation considers the steps taken by the United Kingdom to implement the Directive, examines the present position in Northern Ireland and seeks views on further Directive-related proposals for Northern Ireland.

The provisions of the Directive are aimed at mitigating climate change by capturing carbon dioxide from industrial installations, transporting it to a storage site and securing its safe, permanent storage in that site.

Member states retain the right to determine which areas within their territory may be designated as storage sites and the Directive permits member states not to allow any storage in parts or in the whole of their territory.

At present, the Department of Enterprise, Trade and Investment, (DETNI) proposes not to designate any areas within Northern Ireland, including its internal waters, as storage sites for carbon dioxide. Nevertheless, the Department must take steps to ensure that the requirements of the Directive are fully met in Northern Ireland. The paper outlines existing provisions relating to the storage of carbon dioxide which apply in Northern Ireland and contains further proposals which the Department believe are necessary to meet Northern Ireland’s commitments under the Directive.


The purpose of this consultation paper is to offer consultees the opportunity to comment on these proposals, with the proviso that there may be limited room for manoeuvre in regard to compliance with the Directive.

The consultation is available to view or download from the Departments website http://www.detini.gov.uk/index/deti-consultations. The closing date for receipt of responses to the consultation is 5.00pm on Thursday 17 September 2015.

Recommendation

It is recommended that the information regarding the draft Storage of Carbon Dioxide (Access Infrastructure) Regulations (Northern Ireland) 2015 and the draft Storage of Carbon (Licensing etc) Regulations (Northern Ireland) 2015. The Directive 2009/31/EC, on the Geological Storage of Carbon Dioxide (“the Directive”), makes provision for permitting the long-term storage of carbon dioxide within their territories is noted and that any comments relating to the consultation should be forwarded to DETNI before 17 September 2015.

9. ESTATES STRATEGY UPDATE

To fulfil the Estates Strategy, three tenders are currently being prepared by Officers to have the services procured for:

Estates Strategy

Condition Surveys of Council Property

Energy Audits

The tender documents are currently being finalised and it is planned to go to public advertisement in September 2015, with evaluation and recommendations to be made to the Environmental Services Committee in November with completion of the overall Estates Strategy due June 2016.

Recommendation

It is recommended that Members note the information regarding the three tender documents in relation to the Estates Strategy.

10. DRUMLOUGH LANDFILL SITE

Members are advised that several portions of ground on the periphery of the former Drumlough Landfill site are owned by adjacent landowners and leased to the Council through licence arrangements. The leases allow the Council to enter leased land for the purposes of the capping and restoration of the licensed premises previously used for the controlled tipping of household waste, refuse, hardcore and other forms of controlled waste and also for the treatment, management and monitoring of

http://www.detini.gov.uk/index/deti-consultations

landfill gas and leachate arising from the licensed premises and all other associated or

ancillary works. In addition the landowner agrees not to enter the licensed premises without

prior notification to the Council.

These leases were signed by all but one of the landowners and run from

1 January 2013 for a period of three years, provided that the Council shall have the option to

call for a renewal of the licence for a similar period subject to a licence fee to be agreed

between the parties or in default of agreement to be referred to the Lands Tribunal.

In view of the recent submission of the closure plan for Drumlough to NIEA and the

requirement for further survey work on perimeter drainage to further determine how leachate

will be managed on site, consideration has been given to the Council’s requirement to retain

these areas of leased ground.

It is therefore recommended that provision be made to extend the current leasing

arrangements for a period of 3 years with an option for a further extension if required.

One landowner has not signed a lease (and therefore has not been paid the associated

rental fee) since 2006. This is as a result of failure to agree restoration levels and drainage

requirements on the leased land at the end of the final stage of capping which was

completed in 2006/7.

Officers will be making further contact with the landowner in question to aim to resolve this

issue.

Recommendation

It is recommended that provision be made to extend the current leasing arrangements for

several portions of ground on the periphery of the former Drumlough Landfill site for a period

of 3 years with an option for a further extension if required.

Albert Reynolds

Head Technical & Estates Service

2 September 2015

VickyL

Typewritten text

Appendix 1TS Keep NI Beautiful

Appendix 2 TS Waste Plan Implementation Working Group Proposed Membership TOR

Waste Harmonisation Project Steering Group

Terms of Reference

1. INTRODUCTION

As a result of Local Government Reform, on 1 April 2015 Lisburn City Council and Castlereagh Borough Council

merged to form Lisburn & Castlereagh City Council. As a result of the merger there is a need to harmonise

waste collection, treatment and disposal arrangements within the new Council, in addition to finalising the

Closure Plans for both Council landfill sites. The various work streams will be considered within the context of

delivery of the Councils Waste Management Plan, compliance with statutory waste diversion and recycling

targets and the prevailing legislative and policy landscape.

2. STEERING GROUP MEMBERSHIP

As harmonisation of services and implementation of the waste plan has strategic, policy, resource,

administrative and operational implications it is proposed membership of the group consist of key staff

members from both the Technical & Estates and Operational Services Units as follows:

Head of Technical & Estates, Albert Reynolds (Chair)

Head of Operational Services, Tom Cousins (Deputy Chair)

Waste Services Manager, Noeleen O’Malley

Waste Management & Environment Officer, Tim Smith

Waste Management Team (as required)

Cleansing Services Staff (as required)

Business & Administrative Support Staff (as required)

It is anticipated that a number of sub groups will be required to progress the various work streams which may

also have to be augmented by relevant consultant support.

3. MEETINGS

The Project Steering Group will meet as required so as to ensure it fulfils its remit. Meetings will take place on a

monthly basis, as a minimum, although more frequent meetings may be required during critical stages of the

process.

An Agenda will be circulated at least 1 week before a meeting and minutes will be taken and approved at each

subsequent meeting.

4. REPORTING

The Director of Environmental Services will be updated on progress at relevant intervals and progress reports

will be presented to the Environmental Services Committee as and when required.


5. SCOPE

The main purpose of the group will be to recommend a way forward for the Council’s waste collection, treatment and disposal services, focusing and taking account of on the following:-

(a) Harmonisation of Kerbside Collection Services

Residual waste collection i. Maintain status quo (extant Castlereagh BC & Lisburn CC)

ii. Replace existing blue landfill bins with black containers iii. Explore mechanism for identifying blue containers as landfill bins iv. Other options (reduction in size of landfill bin, reduction in frequency of landfill

collection)

Mixed dry recyclables collection Technically, Economically, Environmentally, Practicable (TEEP compliant)

Only options that can deliver TEEP compliance will be appraised based on recommendations contained within the Taggart’s Report.

When considering options for future of the mixed dry recyclables collection all timelines will take into consideration the arc21 MRF Contract soon to be put in place through arc21, which will be for an initial 1 year period with the option to extend by a further year.

Brown bin organics waste collection i. Maintain Status Quo (extant Castlereagh BC & Lisburn CC)

ii. Amend collection week of the brown bin to coincide with the collection week of the landfill bin

iii. Impact of requirement for separate collection of food waste from 1 April 2017

Commercial waste collection i. Introduction of a dry recyclables collection service (only options that can deliver TEEP

compliance will be appraised) ii. Introduction of a food waste collection service

Strategic options appraisals will consider, but not be limited to:-

i. Type of service ii. Routes iii. Staffing and vehicles iv. Existing contracts v. Container types, size & colour vi. Public/Political acceptability vii. Cost viii. Policy & Legislative Drivers ix. Ability to achieve statutory landfill diversion and recycling targets x. In house vs outsourced options

Where necessary, consideration should be given to running trials to aid and inform the decision-making process.

(b) Harmonisation of Waste Treatment & Disposal Arrangements

Assumes continuation with the arc21 Residual Waste Treatment Project

Harmonise local waste recycling, treatment, haulage and disposal contracts

Develop and implement contract management policies and procedures


(c) Harmonisation, Provision and Operation of Household Recycling Centres and Bring Sites Provision (HRC & Bring Sites)

Spatial review of facilities and sites and consideration of service requirements

Provision of waste transfer requirements going forward

Operation

HRC Management Interface Operational & Technical Services Roles & Responsibilities

HRC site staffing (in house –v- outsourced)

HRC site staff technical competence requirements (CoTC provision)

HRC review and harmonisation of materials accepted on site, EWC Codes Working Plans

Harmonisation of signage (HRC & Bring Sites)

HRC waste haulage (in house –v- outsourced)

(d) Develop & Implement an education and communications strategy to support service delivery and waste

education

Mechanisms for increasing Members capacity to make key decisions

Community Consultations

Mystery Shoppers

Schools Education Programme

Community Engagement Programme

(e) Moss Road and Drumlough Landfill Sites

Finalisation of Closure Plans for Moss Road and Drumlough Landfill Sites

Implementation of Closure Plans including engineering works and site monitoring.

6. TIMEFRAMES

Given the significance of the various work streams and potential implications of decisions in terms of service

delivery and more specifically cost, indicative timeframes are being proposed at this stage which will be subject

to change as each work stream is progressed. Timeframes will also be subject to prevailing legislative and/or

policy developments.

However certain key issues such as commercial recycling may need to be progressed as a matter of priority and

project specific timelines will be developed and agreed accordingly.

INDICATIVE TIMEFRAMES

Establish Steering Group & Terms of Reference September 2015

Options Appraisals & Draft Recommendations March 2016

Scoping/Pilot Projects April 2016 – March 2017

Final Recommendations June 2017

Agree Implementation Programme September 2017

Implementation Programme Commencement October 2017

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Appendix 3 TS Letters from NIEA LF Allowance Scheme

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Appendix 4 TS NILAS Landfill Allowances Form

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Appendix 5 TS Geological Storage of Carbon Dioxide

Appendix 6 TS

Tender for haulage of green & gen waste

LISBURN AND CASTLEREAGH BOROUGH CITY COUNCIL

Report of a Meeting of the Sub-Committee of Technical Services held in the Island Civic

Centre on Tuesday 18 August 2015 at 09:30 am to record tenders received for Haulage of

Green and General Waste.

ALL PRESENT - Albert Reynolds

Head of Technical and Estate Services

- Kathryn Cahill

Procurement Officer, Corporate Services

The tender competition closed on Monday 17 August at 12 Noon. 6 Tender submissions

were received by the closing date/time, details of which can be found below.

Company Name Tender Assessment Price

Total Annual Fee

1.) Avenue Recycling Limited £103,802.75

One Avenue Way + additional mileage costs

Ballygomartin Road

Belfast

BT13 3LZ

2.) Irish Waste Services Limited £234,615.00

94-96 Hillsborough Road + additional mileage costs

Carryduff

BT8 8HT

3.) Mediclean Hygiene Services Limited £87,160.00

Unit 20 Avondale Industrial Estate + additional mileage costs

Ballyclare

BT39 9AU

4.) Portadown Recycling & Skip Hire Limited £130,298.00

Brownstown Business Centre + additional mileage costs

Brownstown Road

Portadown

BT42 4EA

5.) R&M Greenkeeper Limited £72,110.50

Unit C1 Kilcronagh Business Park + additional mileage costs

Cookstown

Co Tyrone

BT80 9HG

6.) R Heatrick Limited T/A Skipway £176,050.00

39 Groganstown Road + additional mileage costs

Dunmurry

BT17 0NR

Appendix 6 TS

Tender for haulage of green & gen waste

The tender responses were recorded, copied and given to Technical Services for

evaluation.

CONCLUSION

The sub-committee meeting terminated at 09:50 am.

______________

Kathryn Cahill Procurement Officer, Corporate Services

18 August 2015

Documents

DR THERESA DONALDSONThe Director of Environmental Services tabled a report outlining details of accommodation needs of the Environmental Services Directorate at Lagan Valley Island