FERMANAGH DISTRICT COMHAIRLE COUNCIL CHEANTAIR FHEAR MANACH POLICY AND RESOURCES COISTE POLASAÍ AGUS COMMITTEE ACMHAINNÍ Minutes of the meeting of the Policy and Resources Committee held in the Council Chamber, Townhall, Enniskillen on Wednesday, 25th November 2009 at 7.30 p.m. PRESENT: Councillors Harold Andrews, Alex Baird, Frank Britton, Cyril Brownlee, Gerry Gallagher, Stephen Huggett, Bert Johnston, Bertie Kerr, Brian McCaffrey, Patricia Rogers and Bernice Swift. APOLOGIES: Councillors Thomas O’Reilly (Chairman), and John O’Kane IN ATTENDANCE: Chief Executive, Director of Finance and Information Technology, Director of Technical Services and Committee Clerk. PR106/09 CHAIRMAN In the absence of the Chairman of the Committee, Councillor Thomas O’Reilly, it was agreed that Councillor Stephen Huggett be elected Chairman pro tem. PR107/09 MINUTES The Minutes of the meeting held on Wednesday, 21st October 2009 were approved and signed. PR108/09 CHAIRMAN OF TRANSITION COMMITTEE The Chief Executive informed the Committee that the Ulster Unionist Party intended to subdivide the Chairman of the Council’s term of office into two approximate equal parts and Councillor Bertie Kerr proposed to step down as Chairman at the December meeting. Councillor Kerr would continue to be one of the Ulster Unionist representatives on the Transition Committee. It was proposed that Councillor Bertie Kerr would continue to Chair the meetings of the Transition Committee when they were held in Fermanagh for 2 the remainder of the term of the Council that the Ulster Unionist Party held the position of Chairman. RECOMMENDED: Accordingly. PR109/09 FLOODING IN FERMANAGH The Committee was advised that in response to the recent flooding, which had affected many parts of the County, the Council had been working closely with Roads Service, Rivers Agency, Western Health & Social Care Trust and other key partners. One of the main problems was the increase in traffic flow through Enniskillen as a result of road closures in particular the B127 Enniskillen to Derrylin road at the Share Centre, Lisnaskea. The Chief Executive reported that Mr. Henry Robinson, Senior Engineer, Roads Service had asked if the Council would be prepared to support a proposal to commence emergency work to raise the level of the road at the Share Centre at a cost of approximately £65,000. RECOMMENDED: That the Council support the Department of Rural Development, Roads Service’s proposal to commence emergency work on the B127 at the Share Centre. PR110/09 PLANNING CONSULTATION PAPERS The Committee was reminded that at a previous meeting it had been agreed to ask Mr. John Casey, Planning Consultant, Urban & Rural Associates to submit a price for the work involved in preparing a response to Planning Consultation Papers. The Chief Executive reported that Mr. Casey had agreed to prepare a response on an addendum to PPS7 – urban town centres and on proposals aimed at reducing minor planning applications relating to permitted development for householders, permitted development for non householders and on Micro Generation, at a cost no greater than £2,000. RECOMMENDED: That Mr. John Casey would be asked to prepare a response to the Consultation Papers at a cost no greater than £2,000. 3 PR111/09 DISPOSAL OF ERNE HOSPITAL SITE The Chief Executive reported that the disposal strategy for the Erne Hospital site would be considered in the near future. It was agreed that approval be given to the Chief Executive to investigate, together with other agencies, the options for the use of this prime site. RECOMMENDED: That the Chief Executive write to the Minister, Mr. Michael McGimpsey in relation to the disposal strategy for the Erne Hospital site and investigate with other agencies the options for the use of the site. PR112/09 CHAIRMAN OF THE COUNCIL The Chief Executive reported that Councillor Robert Irvine would become the Council’s Chairman from December 2009 to May 2010. As Chairman of the Council, Councillor Irvine would become an ex officio member of the Policy & Resources, Environmental Services and Environmental Health Committees. It was proposed that Councillor Bertie Kerr would replace Councillor Robert Irvine on the Council Committees on which he currently served. RECOMMENDED: Accordingly. PR113/09 FINANCIAL REPORT The Committee considered the Financial Report, which detailed a summary of the gross and net cost of service provision for the seven months ended 31st October 2009. Net expenditure for the period amounted to £6,138,758 out of an annual budget of £12,636,738. Capital expenditure for October 2009 amounted to £164,963 and related to Drummee Waste Disposal and Recycling Centre; Killyvilly Depot Renovations; Newtownbutler Play Area; Newtownbutler Civic Amenity Site; Enniskillen EIS and Refurbished Baler with Feed Conveyor. Money Market Investments The Committee was provided with details of the 4 Council’s investments and bank balances at the 31st October 2009. Bank Interest The Director of Finance and Information Technology advised that the Council had previously approved that authority be granted to the Chief Executive to sign a standard agreement on its behalf with the Ulster Bank to allow the processing of payments and receipts via BACS/BACSTEL-IP. It was now proposed to implement an additional method of making payment to creditors or suppliers namely the use of BACS and authority was sought to approve an extension to the previous approval. RECOMMENDED: That the Council move to BACSTEL-IP as a method of making payments to creditors and authority be granted to the Chief Executive to sign a standard agreement, on the Council’s behalf, with the Ulster Bank to allow the processing of creditor payments via BACS/BACSTEL- IP, including the determination, variation and termination of primary security contacts who would operate the operation. PR114/09 TENDERS (a) Crushing of Large Quantity of Blasted Rock at Drummee Landfill Site The Committee was advised that tenders had been sought by public advertisement and eleven responses had been received as detailed below:- TENDERER PRICE Gibson (Banbridge) Ltd, £37,500 Banbridge P T McWilliams, £42,000 Omagh Riddles Bros Ltd, £45,000 Donemana CAB Plant Hire (NI) Ltd, £47,000 Bangor 5 TENDERER PRICE Tony Harley, £49,500 Strabane B McCaffrey & Sons Ltd, £49,800 Derrylin Sloan Construction, £51,400 Strangford Priority Construction Ltd, £66,500 Dublin AS Ballantine Ltd, £68,700 Strabane TAL Civil Engineering Ltd, £81,000 Lisburn Deane Public Works Ltd, £84,300 Irvinestown RECOMMENDED: That the tender of Gibson (Banbridge) Limited, Magherally, Banbridge, Co. Down at £37,500 plus VAT, being the lowest, be accepted. (b) Supply and Laying of Welded Joint Flooring in the Fermanagh Lakeland Forum The Committee was advised that tenders had been sought by public advertisement and three responses had been received as detailed below:- Tenderer Cost Martin Phillips Contracts, £7,300.00 Carrickfergus Danny Boyle Contract Flooring, £14,349.50 Sligo RJ McKelvey Ltd, £15,390.20 Castlederg RECOMMENDED: That the tender of Martin Phillips Contract Division, Unit 21F Kilroot 6 Business Park, Carrickfergus at £7,300 plus VAT, being the lowest tender, be accepted. (c) Construction of Pubic Convenience Block in Newtownbutler The Committee was advised that tenders had been sought by public advertisement and fourteen responses had been received as detailed below:- TENDERER PRICE (including contingency) McKenna Construction Ltd, £49,102.01 Fintona R J McKelvey Ltd, £50,601.60 Castlederg M L Quinn Construction, £52,405.90 Newry Tom Campbell, £53,538.25 Fivemiletown Jemm Construction Ltd, £53,600.00 Castlederg W B Contracts, £54,371.40 Irvinestown Gerald Love Contracts, £55,280.70 Enniskillen Sloan Construction Ltd, £57,272.00 Strangford Qmac Construction Ltd, £59,000.00 Dungannon Ranco Civils Ltd, £59,368.00 Strabane Donaghmore Construction Ltd, £62,602.00 Dungannon Mulla Construction Ltd, £68,838.69 Armagh William Doherty, £70,528.60 Strabane T P Hegarty, £80,112.48 Dungiven 7 RECOMMENDED: That the tender of McKenna Construction Limited, 116 Dromore Road, Fintona, Co. Tyrone at £49,102.01 plus VAT, being the lowest tender, be accepted. (d) Minor works of Car Park Construction at Fermanagh Lakeland Forum The Committee was advised that tenders had been sought by public advertisement and nineteen responses had been received. The contract involved the provision of additional car parking spaces, lighting, footpath surfacing, bus lane and landscaping at the Fermanagh Lakeland Forum. However, since the issue of the contract documents, the scheme had been amended in conjunction with the Forum Refurbishment Architect and it was required to have the amended scheme priced again against a revised bill of quantities. RECOMMENDED: That the lowest five tenderers be contacted and requested to provide a revised tender price. It was further proposed that, due to the need for works to progress without delay, the lowest revised tender be accepted and reported to the next meeting of the Policy & Resources Committee. RECOMMENDED: Accordingly. (e) Minor Works of Environmental Improvements in Villages The Committee was reminded that at the September 2009 meeting contracts had been awarded for minor works in Garrison, Newtownbutler, Belcoo, Tullyhommon and Irvinestown. It had now transpired that one of the contractors could not undertake the work and there was a need to award contracts to the next lowest tenderer. 8 RECOMMENDED: That the following tenders be accepted:- Gerald Love Contracts, Drumboory, Enniskillen for work in Tullyhommon at £3,550.00 plus VAT. Padhraic Moneley, PML Civil Engineering, Kilsaran, Castlebellingham, Co. Louth for work in Irvinestown at £10,525.00 plus VAT. Warren Braund, 60 Castle Manor, Kesh for work in Belcoo at £8,069.00 plus VAT. It was noted that the projects were funded by the Department of Social Development. (f) Waste Management Licences – Inspection Charges The Committee was advised that reports had been brought to the Environmental Services Committee meeting in June and July and payment had been made to the Northern Ireland Environment Agency of annual subsistence charges in respect of recycling centres. An invoice had now been received requesting payment of £9,168.00 in respect of Drummee Integrated Waste Management Facility. RECOMMENDED: That the invoice be paid. (g) IT Infrastructure Update The Committee was advised that tenders had been sought by public advertisement for an IT Infrastructure Upgrade comprising a Virtualisation Solution. Eight tenders had been received as detailed below:- TENDERER PRICE RECURRING CHARGE BT, £29,787.00 £3,020.00 Belfast TCS Limited, £36,160.00 £4,860.00 Belfast Storm Technologies, £39,995.00 £3,128.00 Hertfordshire 9 TENDERER PRICE RECURRING CHARGE Novosco, £40,458.00 £4,550.00 Belfast Northgate, £42,175.00 £3,990.00 Newtownabbey Bluecube, £43,684.00 £7,200.00 Milton Keynes Northgate, £53,426.00 £3,990.00 Newtownabbey Allteks Limited, £86,307.00 £19,940.00 Kent RECOMMENDED: That the tender of TCS Limited, Merrion Business Centre, 58 Howard Street, Belfast at £36,160, being the lowest to specification, be accepted. The tender was accepted subject to a reduced recurring charge being agreed with TCS Ltd. PR115/09 PERFORMANCE INDICATORS 2008/09 The Chief Executive referred to the Council’s Performance Indicators for 2008/2009, which had been circulated to all Councillors. He highlighted a number of the Performance Indicators for different Service Areas, which were noted by the Committee. The Council’s Performance Indicators had been submitted to the Department of the Environment for inclusion in the Northern Ireland Performance Indicators. It was agreed that a report on the Council’s overall performance, relative to all other Councils, would be brought to the Committee when published. RECOMMENDED: Accordingly. PR116/09 CONSULTATION DOCUMENT - FILLING VACANCIES ON DISTRICT COUNCILS The Committee was advised that the Northern Ireland Office had requested the Council’s input on a Consultation Document, which would examine proposals for reforming the co-option method currently used in Northern Ireland for filling casual vacancies arising in District Councils. The Northern Ireland Office was seeking views on whether co-option should be retained in the short- term to deal with any vacancies arising as a result of 10 Councillors taking part in the proposed severance scheme. The paper also sought to review the current arrangements in light of the proposed move from 23 to 11 Councils, each with substantially increased membership. It was agreed that this was a matter for Political Parties and independent Councillors to consider. RECOMMENDED: That the Council would not respond to the Consultation Document. PR117/09 MOBILE PHONE USAGE POLICY The Committee was advised that the Council proposed to introduce a Mobile Phone Usage Policy, which sought to establish a standard set of conditions and a framework for the provision of mobile phones to Councillors and Council employees. The Director of Finance & Information Technology outlined the various networks and tariffs that would be available. Mobile phones would be provided through a mobile framework through the Public Sector Buying Solutions. The Director explained that the Policy would provide a base level provision for mobile phones and Councillors and Officers could opt for alternative options, subject to them reimbursing the Council for the additional costs. The Committee was informed that the Policy had been screened in accordance with paragraphs 5 and 6 of the Council’s equality scheme and it was concluded that an equality impact assessment was not required. RECOMMENDED: That the Council’s Mobile Phone Usage Policy be approved. PR118/09 SOLACE CONFERENCE The Committee considered a request from Solace NI to host a pre-dinner reception at their Conference on Thursday, 10th December 2009 in the Lough Erne Golf Resort. 11 RECOMMENDED: That the Council provide a drinks reception at a cost of £300. PR119/09 CONFERENCE (a) NILGA – Pubic Transport Reform Consultation Event, Thursday 17th December 2009 – Craigavon Civic Centre The Committee considered attendance at the above event, which had been organised to support Councillors and Local Government Officers to develop a strategic local government response to the Public Transport Reform Consultation. RECOMMENDED: That the Committee note the details of the event. (b) Island of Ireland Partnership Conference, 10th April 2010 – Mansion House, Dublin The Committee considered attendance at the above Conference. The cost of attendance was in the region of £150. RECOMMENDED: That the Chairman of the Council attend this Conference. (c) Island of Ireland Partnership – A Journey of Remembering, 12th/14th March 2010 – War Graves, Messines, Belgium The Committee received details of a proposed visit to the War Graves by the Island of Ireland Partnership at a cost of €500 approximately per person. RECOMMENDED: That the correspondence be noted. (d) Ireland’s Books of Honour The Committee received details of a proposal to record the names of those who gave their lives for peace during the First World War in a Book of Honour for each County in Ireland. 12 It was agreed that the Museum Curator be asked to look at the feasibility of the proposal. RECOMMENDED: Accordingly. RISING: The Committee rose at 8.45 pm. All the Members named were present for the duration of the meeting except Councillors Gerry Gallagher and Patricia Rogers who arrived at 7.40 p.m., Councillor Brian McCaffrey who arrived at 7.45 p.m. and Councillor Bertie Kerr who left at 8.00 p.m.