EAST AREA PARLIAMENT

EAST AREA PARLIAMENT Wednesday 17 th March 2010 PRESENT: Councillors Nuala Young (Chair), Elise Benjamin, Matt Morton, Mary Jane Sareva, Craig Simmons, David Williams, County Councillors Larry Sanders, Chip Sherwood, Saj Malik and John Tanner. OFFICERS PRESENT FOR THE WHOLE OF THE MEETING: Lois Stock (Law and Governance), Caroline Duffy (Area Co-ordinator) OFFICERS PRESENT FOR PART OF THE MEETING: Ian Thompson (Parks), Geoff Corps (City Homes), Michael Crofton Briggs and Steven Roberts (Planning) ALSO IN ATTENDANCE: - Inspector John Linsdell, Sargent Robert France and Deanne Rodney (Thames Valley Police). 109. APOLOGIES FOR ABSENCE None received. 110. DECLARATIONS OF INTEREST The following declarations were made:- (1) Councillors Benjamin, Simmons and Williams -personal interest in the grant application for Commonwheels (minute 121 refers) as a member of that group; (2) Councillor Chip Sherwood personal interest in the grant application for Unique Bodies Gym (minute 128 refers) as a member of the Gym. 111. MINUTES AND MATTERS ARISING Resolved to confirm as a correct record the minutes of the meeting held on 17 th February 2010 with the following observations:- Arrangements for May Day Councillor Tanner to be asked to keep the Parliament updated on this; The Freecycle day on 6 th March was successful and it was hoped to arrange another day in the near future;

Poor replacement of wheelie bins after emptying; -Councillor Williams had written a Code of Conduct for wheelie bins that would be presented at a future meeting; Astons Eyot rough sleepers were still an issue, although it was being dealt with; Logs at Meadow Lane park Area Co-ordinator to follow up; Planting of extra trees Area Co-ordinator to follow up; Licensing laws it was observed that there had been changes, and it was felt that n update to the Parliament would be helpful This would be requested for a future meeting Resolved to:- (1) Confirm as a correct record the minutes of the meeting held on 20 th January 2010; (2) Note all comments made and take action where indicated; (3) Add the Code of Conduct for Wheelie Bins and update on licensing to the forward plan for a future agenda. 112. OPEN SESSION, POLICE AND COMMUNITY SAFETY ISSUES Matters raised by the public Concern was expressed about Japanese Knotweed on Aston s Eyot. Councillors had attended a site meeting with Parks officers, had obtained a quotation for weed killing, and were confident that the work could be completed by the end of March; Concern was again stated about the forthcoming closure of Temple Cowley Pool. A possible environmental refurbishment had been proposed by a local group, but Fusion Leisure had refused them permission to examine the plant room. The Parliament considered that refurbishment was a better option and that the group should be allowed to visit the plant room; A view was expressed concerning the perceived marginalisation of residents when planning matters were considered. A new group of Resident s Associations had started One Oxford ; It was pointed out that the cycle network / cycle path at the foot of Headington Hill needed attention; as there was a break in the network at this point. It would be helpful to have a survey of cycle networks in East Oxford;

Manzil Way use of green area as a storage area to be considered later on the agenda; Concern was expressed that students continued to fail to recycle rubbish properly; Use of Manzil way notice board the Area Co-ordinator informed the meeting that no key could be found, and the Area Parliament needed to give authorisation for the lock to be changed to allow access to the board; Union Street car park agreed to a request to hang 1000 paper birds from the trees as part of an arts project; Large vehicles in the lay by near the O2 on Cowley Road were continuing to cause problems; A request was made again for a paper copy of the agenda to be sent to the speaker in future. Councillor Simmons undertook to supply his copy to the speaker in April, after which the Area Parliament wished to fund the supply of a paper copy to people who need them from its budget. Agreed to (1) Note all points made; (2) Pay 400 for weed killer spray for use on Aston s Eyot, and earmark 200 to pay for labour; (3) Contact Ian Brooke (Head of Leisure) and request that the Temple Cowley group investigating environmental refurbishment be admitted to the plant room; with a complaint that Fusion previously refused admission; (4) Ask Oxfordshire County Council to investigate the cycle network and remedial work needed in the area around London Place / traffic lights at the bottom of Headington Hill; (5) Authorise the Area Co-ordinator to have the lock on the Manzil Way notice board changed, funds for be drawn from the Area parliament budget; (6) Arrange a meeting with the O2 to discuss the use by very large vehicles of the lay by; Police, a representative from Oxfordshire County Council, Councillor Larry Sanders and a member of EAP to be invited to attend.

Matters raised by the Police Thanks were given to Inspector John Linsdell for his hard work he was leaving the East area, his place to be taken by Inspector Mark Target. He informed the meeting that he had sent PCSOs to look at parking on Donnington Bridge Road, and would continue to monitor it. Any problems could be reported to Oxfordshire County Council as well. 113. STREET SCENE AND PARKS ISSUES The Area Parliament welcomed Geoff Corps (Streetscene and Estate Services Manager) and Ian Thompson (Park Ranger and Neighbourhood Environmental Action Team Co-ordinator) to the meeting. The following issues were raised:- Use of fallen trees / large logs as rustic seating; Blue wheelie bins previously funded by East area parliament 0 how many remained? Blocked drains at the bottom of Divinity Road who was responsible for them? Open space, Manzil Way concern at youths loitering in the area and the use of benches by street drinkers; Sewage in Headington Hill Park Ian Thompson explained the situation that had occurred, and added that the Park was now open. The problem was caused by tree roots breaking into and then blocking the very old sewage and drainage system across the Park. Work was ongoing with Oxford Brookes University to seek a satisfactory solution to this issue. Resolved to:- (1) Ask Shaun Gibson (Tree Officer) if there were any suitable tree trunks for use as rustic benches; (2) Ask the Area Co-ordinator to find out how many of the blue wheelie bins, previously funded by EAP, were left; (3) Ask Geoff Corps to find out who was responsible for the blocked drains at the bottom of Divinity Rd; (4) Agree that Councillors Young and Sareva should visit Manzil Way open area to discuss with Doug Loveridge possible alternative features in this area. It was noted that Geoff Corps had an environmental impact budget that could be used here;

(5) Note the current situation regarding flooding/sewage spillage in Headington Hill Park, and ask that the following be done:- Survey of drains in the area to be carried out, Thames Water to be asked to contribute; Ask Thames Water to send a representative to a future meeting; Note that Councillor Malik would make enquiries about drainage issues in the area; Note that there was a need to look at other strategies to deal with flooding, for example, infiltration systems. 114. 205 COWLEY ROAD AND MANZIL WAY GARDENS ACCESS. The Area Parliament welcomed Steven Roberts (Planning) and Michael Crofton Briggs (Head of City Development) to the meeting. Steven Roberts explained the background to this item. Planning consent was granted on 23 rd July 2009 to provide a retail unit, office accommodation, 32 student study bedrooms and included replacement police office, public toilets and sweeper store. The conditions attached to the planning consent included the protection of trees in Manzil Gardens. In addition, a Construction Traffic Management Plan must be approved in writing by the Local Planning Authority, and this would require details of access to the builder s compound to be approved. The proposed builder s compound requires access over Manzil Way Gardens. The developer would contract to return Manzil Way Gardens fully reinstated and to protect any trees and shrubs. This will include replanting/ re-turfing where necessary. The developer would pay a deposit to the Council which would be held against any damage which was not satisfactorily reinstated. The access point would be from Manzil Way. Members of the Area Parliament did not agree that an access point from Manzil Way was the safest route, nor did they agree with the use of Manzil Way for the purposes proposed. It was felt that any compound for the developers should be contained within the development site. This was a well used area, and the road adjacent to Manzil Way Health Centre would provide a safer route to the site. The Parliament should be asked for its consent to the placement of any construction site before it commenced. Michael Crofton Briggs pointed out that CEB had already agreed to the use of the green space. This was not something that planning conditions could control. He added that it was not the Area Parliament s role to discharge the planning conditions; and that the comments would be taken on board in officers discussions with the developer and County Council as the Highway Authority.

Resolved that EAP opposed the use of any green area at Manzil Way for a construction compound, and requested that no decision be made until this matter has been resolved to the satisfaction of EAP. 115. FORTHCOMING PLANNING APPLICATIONS (Information for noting only) Resolved to note the following planning applications: (1) 09/02658/FUL - Demolition of existing buildings. Erection of two single storey buildings (with accommodation in roof space) and erection of a two storey building (with accommodation in roof space) to provide student accommodation for Oriel College comprising 31 study bedrooms, bin and cycle storage; including alterations to watercourse. 269 Cowley Road, Oxford. (2) 09/02518/OUT Demolition of existing buildings on site. Outline application (with all matters reserved) for 2100sq m of class B1 (a) offices and 200 student study rooms. Provision of cycle and car parking, landscaping and ancillary facilities. Travis Perkins, Chapel Street. (3) 09/01918/FUL Demolition of existing boathouse and redevelopment of boathouse with club facilities, associated storage and landscaping Falcon Rowing and Canoe Club, Meadow Lane. 116. PLANNING APPEALS FEBRUARY 2010 The Head of City Development provided a note and tables which details those planning appeals received and decided during February 2010 (previously circulated, now appended). Resolved to note the information. 117 OXFORD SCHOOL County Councillor Larry Sanders explained that it had been intended that County Councillor and Cabinet Member for Education Michael Waine, and Jim Crook (Interim Director, Children, Young People and Families, Oxfordshire County Council ) would attend the meeting, but they had been unable to do so and sent apologies. In their absence, he explained the background to this matter. Frank Newhofer and Anna Thorne addressed the Parliament on this issue.

The previous Board of Governors had been removed by Oxfordshire County Council, with the apparent backing of the Government, and replaced by an Interim Executive Board whilst the process of making the school into an Academy was undertaken. However there was concern amongst local people, parents and staff about this proposal, and concern about how the decision to turn the school into an Academy was originally made. It was felt that there were alternative courses of action, and alternative source of funding, available to the school for example Building Schools for the Future (BSFTF) and that these should be explored first. There was great unease that the Oxford School was no longer on the list of schools to be considered for rebuilding 2013 under the BSFTF scheme. A formal consultation about turning the school into an Academy would take place over the summer and the matter was likely to be considered by the Oxfordshire County Council Cabinet in August. Resolved that:- (1) EAP noted the current position, however it did not believe that turning Oxford School into an Academy was the only solution, and it would prefer it to remain as a community school; (2) Councillors Williams and Sanders would consider all possible alternatives, and would then write to Oxfordshire County Council on behalf of EAP outlining their suggestions. 118 DATE OF UNSPENT REVENUE BUDGET The Area Co-ordinator submitted a report (previously circulated, now appended) Resolved to note that there was the sum of 23,722.58 remained unspent (less 600 allocated for weed killing at Aston s Eyot earlier in the meeting) and that this should be used for grant applications recently submitted 119 FUNDING APPLICATION CIAO! (CHILDREN S INTERNATIONAL ARTS ORGANISATION) submitted a report (previously circulated, now appended) The group had requested 5,000 towards overhead costs associated with its large scale arts and science project called A Positive Vision of a Low Carbon Future East Area Parliament was recommended not to fund the application request for 5,000 from its 2009/2010 revenue budget because the application form that EAP used did not provide sufficient information to assess the application rigorously. Officers recommended that CIAO!

completed and submitted a standard Oxford City Council grant application form. Resolved in principle to award the sum of 5,000, but to delegate the decision to Officers in consultation with the Chair and Vice-Chair, with the decision to be taken before 31/03/2010. This would provide CIAO! more time to submit the information requested by Officers. Whilst the Officer(s) would consult with the Chair and Vice-Chair, the final decision would rest with Officers. 120 FUNDING APPLICATION ACKHI (AFRICAN CARRIBEAN KULTURAL HERITAGE INITIATIVE) submitted a report (previously circulated, now appended). The group had requested 1,766 towards the cost of rent and premises costs at the East Oxford Community Centre. Officers suggested that EAP should consider whether grants for rent were an appropriate use of their funding, and that if so, payment of a grant should be subject to documentation confirming the rent liability. The Area Parliament agreed to award this group a grant for the reason that it could see the positive outcomes of funding rent for the group. Resolved to award the sum of 1,766; the money to be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10. 121 FUNDING APPLICATION - COMMONWHEELS submitted a report (previously circulated, now appended) A funding request from the group was considered at the last meeting of the East Area Parliament. The sum of 8, 000 towards the purchase of up to four suitable used cars, the first year s fees for the County Council for use of bays, provision for a sign at each bay, and promotional material, was sought. The Area Parliament agreed to award the sum of 4,000 initially, and to consider an application for the balance at the next meeting. This request is for the balance of 4,000. Resolved to award the balance of the amount that had been requested last month - 4,000; the money to be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10.

122 FUNDING APPLICATION DONNINGTON COMMUNITY ASSOCIATION submitted a report (previously circulated, now appended) A project funding request from Donnington Community Association was considered at the last meeting of the East Area Parliament. The group requested funding of 6,608 towards the cost of kitchen extraction equipment. It was agreed to award the sum of 4,000 in grant aid initially, with the balance to be considered at the next meeting. This current request was for the balance of 2,606. Resolved to award the balance of the amount that had been requested last month - 2,606; the money to be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10. 123 FUNDING APPLICATION TRAX (THE OXFORDSHIRE MOTOR PROJECT) submitted a report (previously circulated, now appended). The group had requested 1,242 towards the cost of 2 outreach courses for vulnerable young people in the East Oxford area. Resolved to award the sum of 1,242; the money to be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10. 124 FUNDING APPLICATION DRARA (DIVINITY ROAD AREA RESIDENTS ASSOCIATION.) submitted a report (previously circulated, now appended). The group requested the sum of 599 to purchase 2 Wharfdale Titan 12A speakers with integral amps. East Area Parliament was recommended to consider whether or not to fund the application request from its 2009/2010 revenue budget. It was unlikely that any funding awarded will be spent before 31/3/2010. Officers recommended that if funding should be agreed it should be conditional on evidence of a road closure being secured, proof of public liability insurance being arranged for the event, and proof of the cost of the speakers being provided. In addition, speakers should be made available for use by other community groups, subject to conditions.

Resolved:- (1) To award the sum of 599 subject to evidence of roads closure and evidence of public liability insurance; (2) That the money would be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10. 125 FUNDING APPLICATION BARRACKS LANE COMMUNITY GARDEN submitted a report (previously circulated, now appended).the group had requested the sum of 2,000 towards web development, a newsletter and volunteer database development and co-ordination. East Area Parliament was recommended to consider whether or not to fund the application request from its 2009/2010 revenue budget. Officers recommended that if funding was to be granted, it should be on condition that evidence is provided of all the matched funding stated in the application being secured, prior to the grant being paid to the group. Resolved:- (1) To award the sum of 2,000; the money to be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10; (2) That evidence of matched funding would not be required as it was unlikely to be provided by the end of the financial year. 126 FUNDING APPLICATION SS MARY AND JOHN PAROCHIAL CHURCH COUNCIL submitted a report (previously circulated, now appended).the group had requested the sum of 300 towards the costs of maintenance for the churchyard lights. Resolved to award the sum of 300; the money to be transferred to the applicant and it noted that it was unlikely that it would be spent before 31/3/10. 127 FUNDING APPLICATION MAGDALEN ROAD STUDIOS submitted a report (previously circulated, now appended). The group had requested the sum of 2,885 towards the costs of improving facilities and Art

Week. East Area Parliament was recommended not to fund the application as it was from a business and did not meet the criteria for application for a grant. In addition, parts of the application are for capital funding (toilet improvements), and the funding of a grant would result in commercial gain for the company. Resolved to award the sum of 2,370 (no funding for toilet improvements) on the grounds that the Area Parliament believed the applicant to be a worthy non-profit organisation. The group was urged to apply for charitable status in the near future. 128 FUNDING APPLICATION UNIQUE BODIES GYM submitted a report (previously circulated, now appended) The group had requested 3,000 towards the cost of gym facilities for local youths. EAP was recommended not to fund the application because it did not meet the criteria for a grant since it is from a business. The Area Parliament believed that this scheme had had an effect to reduce anti social behaviour in the area and wished to continue to support it Resolved to award the sum of 3,000 under the following circumstances:- Donnington Tenants and Residents Association to make a grant application, to be assessed by the Chair, Vice Chair and Area Co-ordinator, and if deemed suitable, the grant to be awarded so that Donnington TRA can allocate the funds for young people s membership of local facilities / organisations including gyms. 129. AREA CO-ORDINATOR S UPDATE AND BUDGET UPDATE Resolved to note that:- (1) The capital budget figure was 22,926.43; (2) Any ideas for capital projects should be given to the Area Coordinator, noting that minimum spend for capital projects must be 5,000.. 130 FORWARD PLAN Resolved to note the contents of the plan, with the following additions:- Code of Conduct for Wheelie Bins Update on licensing laws and regulations

The meeting began at 6.00 pm and finished at 9.15pm Between 10 and 35 members of the public were present during the evening.