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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, 24th March 2010 at 7.30 p.m. PRESENT: Councillors Thomas O’Reilly (Chairman), Harold Andrews, Alex Baird, Frank Britton, Cyril Brownlee, Stephen Huggett, Robert Irvine, Bert Johnston and Brian McCaffrey. APOLOGIES: Councillors Gerry Gallagher, John O’Kane, and Bernice Swift. IN ATTENDANCE: Director of Finance and Information Technology, Director of Leisure, Tourism & Arts and Committee Clerk. PR27/10 MINUTES The Minutes of the meeting held on Wednesday, 17th February 2010 were approved and signed. PR28/10 MATTERS ARISING PR19/10 - Disposal of Kesh PSNI Site The Director of Finance & Information Technology reported that there had been no further developments with regard to the proposed acquisition of the vacant PSNI site in Kesh for community use. PR29/10 UNISON The Director of Finance & Information Technology reported that the delegation from UNISON, who were seeking Council support in opposing the pay freeze for local government workers, had been unable to attend the meeting and offered their apologies. PR3010 FINANCIAL REPORT The Committee considered the Financial Report for the month of February, which detailed a summary of 2 the gross and net cost of service provision for the eleven months ended 28th February 2010. Net expenditure for the period amounted to £10,254,074 out of an annual budget of £12,636,738. The Director provided explanations for variances from budget on a number of services. Capital expenditure for February 2010 amounted to £173,547 and related to Drummee Waste Disposal and Recycling Centre; Fermanagh Lakeland Forum Refurbishments; 3G Pitch at Bawnacre Centre; Environmental Improvement Scheme at Bellanaleck and Lay-by Improvements at Killadeas and Tamlaght. Money Market Investments The Committee was provided with details of the Council’s investments and bank balances at the 28th February 2010. Preparation of Annual Financial Statements The Committee agreed that, in order to assist the process for preparation of the Annual Financial Statements; (a) the monthly Financial Report on revenue activities for the twelve months to the 31st March 2010 would be brought to the Policy & Resources Committee in May 2010. (b) A Financial Report for the two months to May 2010 would be presented at the June 2010 Committee meeting. RECOMMENDED: Accordingly. Bad Debts The Committee was advised that the Chief Executive had authority to approve the write-off of debts not exceeding £500. It was indicated that there were a number of debts totalling £2,812.01 approved for write-off and these related to debtors who could not be contacted despite extensive efforts. RECOMMENDED: That the write-off of the debts totalling £2,812.01 be approved. 3 PR31/10 TENDERS (a) Construction of Public Convenience Block in Newtownbutler The Committee was reminded that a report brought to the November 2009 meeting had recommended that the lowest tender in the sum of £49,102.01 plus VAT be accepted for the construction of a public convenience block in Newtownbutler. The contractor had not commenced work and had indicated that he wished to withdraw from the contract. RECOMMENDED: That the next lowest tender at £50,601.60 plus VAT from R.J. McKelvey Limited, Castlederg be accepted. (b) Collection of Abandoned and Scrap Vehicles The Committee was advised that tenders had been sought by public advertisement and two responses had been received as detailed below:- Nixon Car Spares, Lakeland Recovery, Lisnaskea Enniskillen Response Scheduled Response Scheduled Basis from Basis from Basis from Basis from Roadsides Households Roadsides Households Cost recovered £35.00 £20.00 £45.00 £35.00 from Council per collection Payment made to Nil Nil Nil Nil Council per collection RECOMMENDED: That the tender of Nixon Car Spares, Lisnaskea at £35.00 per collection on a response basis and £20.00 per collection on a scheduled basis, being the lowest, be accepted. (c) Design and Refurbishment of Playgrounds The Committee was advised that tenders had been sought by public advertisement for the design and refurbishment of playgrounds. The basis of the tender was a site survey, design, equipment provision, surface laying and site 4 improvement to each of the five sites, with the budget for each site being:- Forthill Park, Enniskillen £25,000; Silverstream, Derrylin £18,000;Tattinderry, Maguiresbridge £18,000; Arney £35,000; Drumawill, Enniskillen £9,000. Tenders were received from:- Wicksteed Playscapes, Kettering All Play, Ballynahinch Play & Leisure, Greyabbey Fortress Play, Ballyclare TD McKane, Castlederg Unique Playgrounds, Cookstown Hawthorn Heights Landscapes, Eglinton Sean Flanagan, Derrygonnelly. Tenders would be evaluated on the basis of extent and type of new equipment to be provided, quality of the products, warranty period offered, compliance with European Standards and the maintenance package offered for the first year following refurbish- ment. The Committee was advised that two members of the evaluation team were not available until the end of March 2010 to commence the evaluation process and, in order to ensure that contracts could be awarded and work completed for the summer season, it was; RECOMMENDED: That (i) the Officers undertake the evaluation in keeping with the criteria set; (ii) contracts be accepted conditionally, with confirmation to be issued; and (iii) a report brought to the Committee meeting in April 2010. 5 (d) 2 No Medium Vans The Committee was advised that tenders had been sought by public advertisement with three responses, providing information on seven vehicles as detailed below:- TENDERER MAKE PRICE (each) Lindsay Cars, Ford Transit £12,655.00 Lisburn Donnelly Finance & Citroen £14,260.00 Leasing Ltd., Dispatch Newtownabbey Eakin Brothers Ltd., Vauxhall £14,955.00 Claudy Vivaro Donnelly Finance & Peugot Expert £15,097.26 Leasing Ltd., Newtownabbey Eakin Brothers Ltd., Fiat Scudo £15,450.00 Claudy Donnelly Finance & Renault Trafi £15,915.00 Leasing Ltd., Newtownabbey Lindsay Cars, Ford Transit £16,621.00 Lisburn RECOMMENDED: That the tender of Donnelly Finance & Leasing Limited, 45 Mallusk Road, Newtownabbey for the supply and delivery of 2 No. Citroen Dispatch vehicles at £14,500.00 each plus VAT, inclusive of a hot wash unit at £240.00, being the lowest tender to specification, be accepted. The Committee was advised that no trade-in allowance had been offered and the existing vans would be offered at the Council auction on 17th April 2010. (e) 1 No Small Van The Committee was advised that tenders had been sought by public advertisement with three responses, providing information on six 6 vans, as detailed below:- TENDERER MAKE PRICE Donnelly Finance & Citroen £9,740.00 Leasing Ltd., Berlingo Newtownabbey Donnelly Finance & Renault £10,425.00 Leasing Ltd., Kangoo Newtownabbey Eakin Brothers Ltd., Vauxhall £10,650.00 Claudy Combo 1700 Lindsay Ford, Ford Transit £11,155.00 Mallusk Connect Donnelly Finance & Peugot Partner £11,555.00 Leasing Ltd., Newtownabbey Lindsay Ford, Ford Transit £12,373.00 Mallusk Connect RECOMMENDED: That the tender of Eakin Brothers Limited, 48 Main Street, Claudy for the supply and delivery of 1 No. Vauxhall Combo 1700 van, at £10,900.00 plus VAT, inclusive of a hot wash unit at £250.00, being the lowest tender to specification, be accepted. The Committee was advised that a trade-in value of £500 had been offered for the existing 2001 vehicle and this would possibly be accepted if a better offer was not forthcoming at the Council auction on the 17th April 2010. (f) Fitness Equipment The Committee was advised that tenders had been sought by public advertisement for the supply, delivery, installation and commis- sioning plus warranty and maintenance period of four items of fitness equipment and eight responses had been received as detailed below:- TENDERER 3 NO. CROSS 1 NO. TREADMILL TRAINERS MAKE PRICE MAKE PRICE Podium 4 Sport, Matrix E3XC £6,285.00 Matrix T3X £3,050.00 Belfast Matrix E5XC £6,747.00 Matrix T5X £4,590.00 Cybex Arc Cross £8,985.00 CYBEX 751T £3,495.00 International, Trainer CYBEX Derbyshire 750AT 7 TENDERER 3 NO. CROSS 1 NO. TREADMILL TRAINERS MAKE PRICE MAKE PRICE Pulse Fitness, Pulse 280FST £9,018.63 Pulse 260FT £4,170.16 Cheshire Balance Leisure, Multiform £10,006.50 Multiform £5,496.00 Belfast CMEC12 CMTD 12 Prima Fitness Ltd., Startrac ETBT £10,185.00 Startrac ETR £3,895.00 Londonderry Integrated Fitness Efx576i Precor £10,258.50 CP56i Precor £3,685.50 Services, Berkshire Art of Fitness, Lifefitness 95XE £11,991.00 Lifefitness £4,900.00 Monkstown or other equal 95t Entate or other equal Technogym UK Technogym £12,684.60 Technogym £6,400.80 Ltd., Excite Synchro Excite Run Berkshire Visio 700 Visio 700 RECOMMENDED: That the tender of Art of Fitness, 6a The Crescent, Monkstown, Co. Down at £11,991.00 plus VAT for the supply and delivery of 3 x Cross Trainers and £4,900.00 plus VAT for the supply and delivery of 1 x Treadmill, being the lowest tender to specification, be accepted. PR32/10 COUNCILLORS EXPENSES – INSURANCE COVER The Director of Finance & Information Technology reported that Councillors would be required to provide a copy of their current Motor Insurance Policy with appropriate business cover in place for use of their vehicle in the course of their work as a Member of the Council. He also reported that the Council’s Insurance Brokers would be invited to attend the April 2010 meeting to discuss the issue of insurance cover for Members and Officers who sat on outside bodies. PR33/10 COUNCILLORS E-MAIL The Director of Finance & Information Technology reported that Councillors had been provided with an email address for Fermanagh District Council and a system was in place allowing emails to be automatically routed through to other email accounts held by Councillors if requested. However, in these circumstances there had been instances of delivery failure and the problem had usually emanated from the end user account. 8 The Director advised that the Council could not accept responsibility for problems that had arisen with the automatic routing of emails. RECOMMENDED: That emails would not be automatically routed to other email accounts as delivery could not be guaranteed. PR34/10 NIEA FINANCIAL PROVISIONS The Director of Finance & Information Technology updated Members on the new NIEA Financial Provisions applying to landfill and non landfill activities. He explained that assessments would be carried out in conjunction with NIEA to assess the level of provision required and the financial impact on the Council. PR35/10 RURAL WHITE PAPER The Committee considered correspondence from the Northern Ireland Local Government Association on the Rural White Paper. The Committee was reminded that the Northern Ireland Executive had approved the Minister of Agriculture and Rural Development’s proposal for a Rural White Paper in April 2008 and had agreed to contribute to and support its development. A Stakeholder Advisory Group had been established to assist the Minister with the development of the Paper and to ensure that a wide range of Stakeholders would be fully engaged in the process. The Northern Ireland Local Government Association was seeking the views of Stakeholders on the recommendations, which covered five main themes. The Director of Finance & Information Technology outlined the Council’s draft response, which generally agreed that the recommendations had clearly demonstrated the complexity and diversity of the issues and challenges facing the Rural Sector, but included suggestions for additional recommendations under each of the five main themes. RECOMMENDED: That the response, as outlined, be submitted to the Northern Ireland Local 9 Government Association immediately after the meeting. PR36/10 NEWTOWNBUTLER WORKSPACE SITE ACQUISITION The Director of Finance and Information Technology reported that an initial investigation had been carried out in Newtownbutler in August 2009 to seek potential sites for a workspace development. Expressions of interest from landowners had been sought by public advertisement and six responses had been received. The Director updated Members on progress and it was:- RECOMMENDED: That further consideration of the various sites should be carried out and a report brought back to the Committee. PR37/10 2008/2009 PERFORMANCE INDICATORS The Committee received details of the 2008/09 Best Value Performance Indicators. The report highlighted the performance of Fermanagh District Council relative to other Councils across a range of services and measures. It was noted that Fermanagh District Council had performed well across the range of measures and a copy of the full report was available in the Members’ library. PR38/10 DRUMMEE LANDFILL SITE – PHASE 1 CONTRACT The Committee was advised that in 2005 the Council had awarded the contract to construct the Landfill Site Phase 1, the MRF Building, the Leachate Treatment Plant and the Waste Reception facilities to Gibson (Banbridge) Limited. The Contractor had now submitted a substantial claim for alleged additional expenditure, details of which were provided to the Committee. RECOMMENDED: That the Council employ the services of Quigg Golden Limited, to a maximum cost 10 of £12,000 in order that a proper assessment of the costs be arrived at. PR39/10 NECARNE INTERNATIONAL THREE-DAY EVENT The Committee was advised that the Organising Committee of the Necarne International 3-Day Event had reluctantly decided not to run the 2010 event due to the costs involved in running the event. It was reported that the 2009 event had made a loss of £20,000 and the Organising Committee had requested financial assistance from the Council towards the deficit. The Committee was reminded that to assist with the preparation for the 2009 event the Council had provided works to the course, labour and materials. RECOMMENDED: That the Council would not provide deficit funding towards the running of the 2009 Necarne International 3-Day Event. PR40/10 CONFERENCES (a) Local Authority Members Association – 2010 Annual Conference The Committee considered attendance at the above Conference to be held in the Sligo Park Hotel, Sligo from 9th – 10th April 2010. The theme of the Conference would be ‘Councillors Role in Changing Climate’ and the cost would be €195.00 per person plus travel. RECOMMENDED: That details of the above Conference be noted. (b) Overcoming Division in Rural Communities The Committee considered attendance at the above Conference, organised by Rural Community Network and the Community Relations Council, in Cavan Crystal Hotel on 29th March 2010. The Committee was advised that there was no conference fee. RECOMMENDED: That Councillor Thomas O’Reilly attend this Conference. 11 PR41/10 NILGA – ATTENDANCE AT MEETINGS Members considered correspondence from NILGA regarding a proposal to permit Councils to nominate a substitute to attend NILGA meetings in the absence of the nominated representative. The proposal had been brought to the NILGA Executive meeting on Friday, 12th February 2010 when it had been agreed that substitutes could be nominated by Councils, regardless of party affiliation. RECOMMENDED: That if any of the Council’s NILGA representatives were unable to attend a NILGA meeting a substitute could attend provided that the Chief Executive was informed in advance of the meeting. PR42/10 VOLUNTARY TRANSITION COMMITTEE The Committee was advised that at a recent meeting of the Voluntary Transition Committee the following was resolved and needed to be considered by the Constituent Councils:- (a) Agreement to implement Action Style Minutes and to explore the scope for voice recording procedures at meetings of the Voluntary Transition Committee and the Transition Management Team. RECOMMENDED: That the Council support the implementation of Action Style Minutes and explore the scope for voice recording proceedings at Transition meetings. (b) Agreement to support the outcomes from the NILGA/SOLACE event on 12th March 2010 in Larne and the Special SOLACE meeting on the 16th March 2010. Details of the outcome from the respective meetings were provided to the Committee. RECOMMENDED: That the Council support the outcomes as indicated, in principle, subject to further detailed work on the proposed targets and getting agreement thereon. 12 (c) Agreement that Councillor Begley be nominated as the Fermanagh and Omagh representative to the Voluntary Regional Transition Committee. RECOMMENDED: Accordingly, subject to the nomination to the Regional Transition Management Team being considered in the context of the allocation of positions on the Voluntary Regional Transition Committee and Voluntary Regional Transition Management Team on an equitable basis across both Councils. (d) Agreement that the full Voluntary Transition Committee, together with both Chief Executives and the Divisional Planning Manager, would act as the Steering Group for the pilot preparatory study for the area plan for the Fermanagh and Omagh area. RECOMMENDED: Accordingly. PR43/10 CONSULTATION PROPOSALS TO INTRODUCE A NEXT GENERATION FUND The Director of Finance and Information Technology outlined a proposed Council response to the Department of Business, Innovation and Skill’s proposal to introduce the Next Generation Fund. In particular it was proposed to levy a small charge of 50p per month on every landline in order to support the market to deliver coverage of Next Generation Broadband, beyond the commercially attractive areas and to at least 90% of the UK by 2017. The Director emphasised that in the draft response the Council contended that the target of delivering Next Generation Broadband to 90% of the population should be increased to 100% of the population. In addition the Council sought clarification on whether the 90% target proposed was a general one or whether it applied to each and every Super Output Area. 13 RECOMMENDED: That the Committee approve the contents of the consultation response and approve its immediate submission to meet the deadline of 1st April 2010. RISING: The Committee rose at 10.30 p.m. All the Members named were present for the duration of the meeting except Councillor Alex Baird who arrived at 8.35 p.m.
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