MINUTE OF THE PROCEEDINGS OF THE MEETING OF THE

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MINUTE OF THE PROCEEDINGS OF THE MEETING OF THE Powered By Docstoc
					           MINUTES OF THE PROCEEDINGS OF THE MEETING OF THE
       PLANNING AND CONSULTATION COMMITTEE HELD ON 8 MAY 2006


In the Chair                       Alderman P Girvan

Members Present                    The Mayor (Alderman De Courcy)
                                   Aldermen Ball and Frazer
                                   Councillors Barr, Bradley, Campbell, Crilly, Gilliland,
                                   M Girvan, Kirkham, E Mann, J Mann, McClelland,
                                   K Robinson, Scott and Webb

Apologies                          Alderman Hamilton
                                   Councillors Agnew, Hill, McWilliam, Meehan and V
                                   Robinson

In Attendance                      Mr   T McCourt – Deputy Divisional Roads Manager
                                   Mr   C Campbell – Section Engineer
                                   Mr   S Walker - Planning Service
                                   Mr   R McBirney – Planning Service

Officers Present                  Chief Executive - Mr N Dunn
                                  Director of Leisure Services - Mr S Montgomery
                                  Operations Manager, Valley Leisure Centre – Mr J
                                  Gurney
                                  Council Business Manager - Mr L Cathcart
                                  Administrative Officer - Mrs K Reynolds


                          *************************


1    M/19 CONDOLENCES
The Chairman referred to the recent death of Danny Nolan, Senior Youth Worker with the
North Eastern Education and Library Board.

Various members paid tribute to his work with the Council, following which members stood
and observed a period of silence as a mark of respect.

Proposed by Alderman Frazer
Seconded by Councillor J Mann and agreed that

a letter of condolence be sent to the family of Danny Nolan.
Planning & Consultation Minutes                                                    8 May 2006




2     OA/RD/1 PRESENTATION OF THE ROADS SERVICE PROGRAMME OF
      WORKS
The Chairman welcomed the representatives from the Roads Services to the meeting and
invited them to make their presentation.

Following the presentation members raised various issues relevant to their areas, to which
Mr McCourt and Mr Campbell responded and undertook, where necessary, to investigate and
report back.

(Alderman Ball and Councillor Kirkham arrived and Councillor M Girvan left the meeting
during consideration of this item.)


3    OA/CN/118 A2 SHORE ROAD GREENISLAND SCHEME
Members were reminded of the presentation to the Policy and Resources Committee on
15 March 2006 by the Roads Service on the progress made in developing plans to relieve
congestion on the Shore Road,Greenisland section of the A2.

It was reported that correspondence had been received from the Roads Service, a copy of
which had been circulated, requesting the Council’s view on the three proposed options.

Proposed by Councillor Webb
Seconded by Councillor Scott and agreed that

any comments be submitted on an individual basis.

The Chairman thanked the Roads Service representatives for the presentation and remaining
for consideration of this item, following which they left the meeting.


4    PLANNING SCHEDULE
Proposed by Councillor J Mann
Seconded by Alderman Frazer and agreed that

the Council concur with the opinions expressed in the Planning Schedule of 8
May 2006, subject to the following amendments:

APPLICATION NO                    :   U/2005/0147/F          Full
LOCATION                          :   20 Carrickfergus Road, Ballynure
PROPOSAL                          :   Erection of two dwellings and associated car parking.
APPLICANT                         :   K J Mairs Esq.
REPRESENTATIONS                   :   6 objections
OPINION                           :   Approval
COUNCIL’S                             Deferred to 31 May 2006 at the request of Alderman
OBSERVATIONS                      :   P Girvan to enable an office meeting to be held.
Planning & Consultation Minutes                                                         8 May 2006




APPLICATION NO                    :   U/2005/0572/0         Outline
LOCATION                          :   Lands between Carnhill Parade/ Carnhill Grove and Fairhill
                                      Crescent, east of Greenacres, Newtownabbey
PROPOSAL                          :   Site of 12 No detached dwellings for private residential use
APPLICANT                         :   Carnhill NI Limited
REPRESENTATIONS                   :   2 objections
OPINION                           :   Approval
COUNCIL’S                             Deferred to 19 May 2006 at the request of Councillor
OBSERVATIONS                      :   Gilliland, on behalf of Councillor Agnew, to enable an
                                      office meeting to be held.

(Councillors Barr and Campbell left the meeting during consideration of this item)


5      MINUTES OF THE CONSULTATION SUB COMMITTEE
The minutes of the proceedings of the Consultation Sub Committee of 3 April 2006 had been
circulated.

Proposed by Councillor J Mann
Seconded by Alderman DeCourcy and agreed that

the minutes of the proceedings of the Consultation Sub Committee of 3 April
2006 be received and noted.


6     OA/PL/91 CONSULTATION DOCUMENT: DRAFT SUB-REGIONAL
      TRANSPORT PLAN 2015
It was reported that correspondence had been received from the Department for Regional
Development regarding the Draft Sub-Regional Transport Plan 2015.

It was noted that any comments the Council might wish to make should be submitted by 23
June 2006.

Proposed by Alderman Frazer
Seconded by Councillor J Mann and agreed that

the matter be referred to the Consultation Sub Committee to formulate the
Council’s response.


7     OA/HS/67 CONSULTATION DOCUMENT: THE NORTHERN IRELAND
      SUICIDE PREVENTION STRATEGY AND ACTION PLAN 2006 – 2011
It was reported that correspondence had been received from the Department of Health,
Social Services and Public Safety regarding the Northern Ireland Suicide Prevention Strategy
and Action Plan 2006 – 2011.

It was noted that any comments the Council might wish to make should be submitted by 21
June 2006.

A copy of the Executive Summary of the document had been circulated.
Planning & Consultation Minutes                                                    8 May 2006



Proposed by Councillor Webb
Seconded by Alderman Frazer and agreed that

the Council welcome the Northern Ireland Suicide Prevention Strategy and
Action Plan 2006 – 2011.


8      OA/G/166       CONSULTATION DOCUMENT: CIVIL REGISTRATION IN THE
       21ST CENTURY
It was reported that correspondence had been received from the General Registrar Office
regarding a consultation document ‘Civil Registration in the 21st Century – Modernising a
vital service’.

It was noted that any comments the Council might wish to make should be submitted by 7
July 2006.

Proposed by Alderman Frazer
Seconded by Councillor Webb and agreed that

the matter be referred to the Consultation Sub Committee to formulate the
Council’s response.


9     A/CF/213 HOUSING CONFERENCE
It was reported that notification had been received from the University of Ulster regarding a
Housing Conference entitled ‘Creating Sustainable Communities through Regeneration’ to be
held in the Hillgrove Hotel, Monaghan from 31 May – 1 June 2006.

Members were advised that the cost of the conference was £436, plus travel and other
approved expenses and a copy of the programme has been circulated.

It was also reported that the conference budget for 2006/2007 was £52,600, of which
£15,000 had been committed to date.

Members were reminded that the Council’s representative on the Northern Ireland Housing
Council was Councillor Walker.

Proposed by Councillor Webb
Seconded by Councillor Frazer and agreed that

Councillor Walker attend the conference as an approved duty, or if paid for by the
Housing Council, the appropriate officer attend.


10    A/CF/173 NATIONAL ASSOCIATION OF COUNCILLORS WOMEN’S
      CONFERENCE
It was reported that notification had been received from the National Association of
Councillors regarding their Annual Women’s Conference entitled ‘Women Networking with
Purpose’ to be held in the Thistle Hotel, Glasgow from 16 - 18 June 2006. A copy of the
conference programme was circulated.

Members were advised that the estimated cost of the conference was £563, plus taxis and
other approved expenses and a copy of the programme had been circulated.
Planning & Consultation Minutes                                                   8 May 2006



It was also reported that the conference budget for 2006/2007 was £52,600, of which
£15,000 had been committed to date.

Proposed by Alderman Frazer
Seconded by Councillor Gilliland that

two female members attend the conference as an approved duty.

                                          AMENDMENT

Proposed by Councillor J Mann
Seconded by Alderman Ball that

three female members attend the conference as an approved duty.

On the amendment being put to the meeting, 5 members voted in favour and 3 against.

The amendment was accordingly declared carried, put as the substantive motion
and passed.


11 LS/A/3 THE LICENSING (NI) ORDER 1995 – OCCASIONAL LICENCES
The following Notices of Application to the Petty Sessions Court for Occasional Licences had
been received:

Applicant             Organisation         Function            Date           Time

Ernest Watson         LOL 1871             Dance & Social      13.05.06       7.00 pm –
The Fern Lodge                             Evening                            11.00 pm
76 Doagh Road
Newtownabbey

Ernest Watson         Doagh Road           Dance & Social      27.05.06       7.00 pm –
The Fern Lodge        Ladies Charitable    Evening                            11.00 pm
76 Doagh Road         Dart Team
Newtownabbey

Ernest Watson     RAPC 1871            Dance & Social          03.06.06       7.00 pm –
The Fern Lodge                         Evening                                11.00 pm
76 Doagh Road
Newtownabbey
(Location: Cloughfern Protestant Hall)

Keith Leitch       Cogry Union Social      Fund Raising        16.06.06       7.00 pm –
Ballyboe Inn       Committee               Barbecue                           1.00 am
2-4 North End
Ballyclare
(Location : Cogry Union Masonic Hall)

Proposed by Councillor Kirkham
Seconded by Councillor J Mann and agreed that

the applications be noted.
Planning & Consultation Minutes                                                     8 May 2006



12    TQ/438 TENDER FOR THE SUPPLY, DELIVERY, INSTALLATION AND
      MAINTENANCE OF FITNESS EQUIPMENT AT VALLEY LEISURE CENTRE AND
      SIXMILE LEISURE CENTRE FOR THE PERIOD 1 JUNE 2006 TO 31 MAY 2007
It was reported that tenders for the supply, delivery, installation and maintenance of fitness
equipment at the Valley Leisure Centre and the Sixmile Leisure Centre were opened at the
Council Meeting on 24 April 2006 and referred to officers for report.

Members were advised that to ensure a thorough and fair evaluation, only those items
where all tenderers had submitted costs were used to evaluate the price score.

Members were further advised that the tender submissions were evaluated on a
price/quality score basis with the following results:

      SERVICE PROVIDER               ESTIMATED CONTRACT                SCORE (%)
                                       COST (EXCLUDING
                                             VAT)
                                               £
      Technogym                           £273,255.50                     88.83
      Life Fitness                        £359,271.00                     86.41
      Pulse                               £200,996.92                     85.00
      Precor                              £250,829.00                     80.69
      Physique                            £228,815.00                     76.27
      W J Fitness                         £269,653.00                     56.07

Proposed by Councillor Webb
Seconded by Councillor Scott and agreed that

having achieved the highest score, Technogym be appointed to supply, deliver,
install and maintain fitness equipment at the Valley Leisure Centre and Sixmile
Leisure Centre for the period 1 June 2006 to 31 May 2007.


13    TQ/441 SELECT LIST OF CONTRACTORS FOR RESURFACING WORKS TO
      SENTRY HILL
It was reported that nine applications for inclusion in a select list of contractors for
resurfacing works to Sentry Hill were received in response to public advertisement and
referred to officers for report.

Members were advised that having evaluated the applications using a score system, based
on demonstration of relevant experience of similar works, adequate financial management
and technical resources to carry out the works and submission of all relevant
documentation, it was recommended that tenders be sought from the six firms who
achieved the highest score.

Proposed by Councillor Kirkham
Seconded by Councillor J Mann and agreed that

the following firms be invited to tender

     (a)   Lagan Construction
     (b)   Northstone Quarry & Asphalt Division
     (c)   John McQuillan Contracts Limited
     (d)   F P McCann Limited
     (e)   M P Coleman Limited
     (f)   Rodgers Contracts Ballynahinch Limited
Planning & Consultation Minutes                                                        8 May 2006




14    TQ/444       SELECT LIST OF CONTRACTORS FOR REFURBISHMENT OF THE
      VALLEY LEISURE CENTRE
It was reported that the following applications for inclusion in a select list of contractors for
refurbishment of the Valley Leisure Centre were received in response to public advice and
referred to consultants for report:

     (a)   Mechanical Services Installation – 12 applications
     (b)   Electrical Services Installation – 21 applications
     (c)   Main Contract – 19 applications

Members were advised that having evaluated the applications using a score system, based
on demonstration of relevant experience of similar works, adequate financial management
and technical resources to carry out the works, organisational status, management skills and
submission of insurance details, the Consultants had recommended that tenders be sought
from the firms who achieved the highest scores.

Proposed by Councillor Webb
Seconded by Councillor Kirkham and agreed that

in accordance with the consultant’s report, the following firms be invited to
tender:

Mechanical Services Installation

     (a)   Harvey Group PLC
     (b)   Rotary Services Limited
     (c)   Vaughan Engineering Limited
     (d)   Michael Nugent
     (e)   Stothers (M&E) Limited

Electrical Services Installation

     (a)   O’Hanlon & Farrell
     (b)   Blackbourne Electrical Company
     (c)   Stothers (M&E) Limited
     (d)   Harvey Group PLC
     (e)   Rotary Services Limited
     (f)   RED Electrical Limited
     (g)   BI Electrical Services Limited

Main Contract

     (a)   Glasgiven Contracts Limited
     (b)   Graham Construction Limited
     (c)   Martin & Hamilton Limited
     (d)   O’Hare & McGovern Limited
     (e)   Patton Group
     (f)   Reynolds & Bennett (Contracts) Limited
Planning & Consultation Minutes                                                   8 May 2006



15 MINUTES OF THE CONSULTATION SUB COMMITTEE
The minutes of the proceedings of the Consultation Sub Committee of 4 May 2006 had been
circulated.

Proposed by Councillor Webb
Seconded by Councillor J Mann and agreed that

the minutes of the proceedings of the Consultation Sub Committee of 4 May 2006
be received and noted.


                             PROPOSAL TO PROCEED ‘IN PRIVATE’

Proposed by Councillor Webb
Seconded by Councillor Kirkham and agreed that

the Committee proceed to conduct the following business ‘In Private’.


                             BUSINESS CONDUCTED ‘IN PRIVATE’

16 TQ/429 TENDER FOR THE PROVISION OF SECURITY SERVICES
Members were reminded that the following tender report on the provision of security
services was deferred at the Council Meeting on 24 April 2006, pending the receipt of
additional information.

It was reported that tenders for the provision of security services were opened at the
Council Meeting on 30 January 2006 and were referred to officers for report.

Members were advised that a panel of officers and a consultant from Risk Management
Associates was set up to assess the tenders received. Further to preliminary analysis of the
tenders, the panel had agreed to exclude those tenderers who had not provided the
minimum information required.

It was further reported that the tender submissions had been evaluated on a price/quality
score basis, with the following results:

         Service Provider                   Cost £             Cost £         Score
                                          (Excl Vat)        (Excl Vat)         (%)
                                         Total Hourly      Daily Rate for
                                           Rate for         Dedicated
                                        Security Officer   Mobile Patrol

Property Support Services                    £7.05             £85.54         89.24
Sword Security Services                      £6.60            £105.00         76.88
Federal Security Services                    £8.95            £132.21         75.81
OCS Resolution Security                      £8.22            £126.00         68.27
Reliance Security                            £8.37            £186.48         67.94
Northsec Security Services NI Limited        £6.80            £115.50         67.47
Special Events Security Limited              £8.74             £61.18         64.16
Mallusk Security Services                    £8.45             £92.25         44.13
Planning & Consultation Minutes                                                    8 May 2006



A copy of the additional information requested at the Council Meeting had been circulated.

Following discussion it was

Proposed by Councillor Scott
Seconded by Councillor Webb and agreed that

the matter be deferred pending the receipt of additional information.



The meeting ended at 9.50 pm.




                                  --------------------------------------
                                                 MAYOR