FERMANAGH DISTRICT - DOC 11

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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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