UNIVERSITY OF ESSEX
BUDGET SUB-COMMITTEE
TRANSPORT POLICY SUB-COMMITTEE
26 February 2008
MINUTES
Chair
Present
Apologies
Secretary
Professor Temple, Pro-Vice-Chancellor (Resources)
Mr Barnard, Ms Harrup, Dr Iacovou, Mrs Leyland, Mr Nightingale, Mr Pearson, Dr
Rich, Dr Sellens,
Mr Blackshaw, Mrs Totman, Mrs Williams
Mrs Leyland, Transport Policy Coordinator
CORRESPONDENCE AND ANNOUNCEMENTS
None
1/08
STARRING OF AGENDA ITEMS
Noted
Item 5 was requested to be starred.
2/08
Minutes of the 6th November 2007 meeting. Corrected annotated minutes to be
recirculated to members.
3/08
MINUTES
Approved
MATTERS ARISING
Noted
107/07
Mr Nightingale reported that since planning permission for the site access was
only granted at the end of January, there had been no meetings with the Project
Manager. A few matters of detail remained that needed resolving before a
presentation should be made to the University community.
Dr Rich noted that the Project Manager has gone on long term sick leave and
Northcroft are appointing a new Project Manager. It was understood that Essex
County Council were close to concluding the second stage safety audit of the
junction.
109/07
Mrs Leyland reported that information on improvements on Clingoe Hill had
gone into the December Wyvern but that details on the junction had not gone into
the current edition.
114/07
Mr Nightingale reported that the Quays bus stop works are currently out to
tender.
4/08
5/08
6/08
7/08
UNIVERSITY TRANSPORT POLICY CO-ORDINATOR UPDATE
Noted
With reference to the promotion of the cycle to work scheme at Southend and
Loughton campuses, Mr Barnard noted that there was no mechanism for those
8/08
campuses feeding in their opinion to Transport Policy Sub-Committee (TPSC)
and that TPSC should give consideration to it.
Mr Barnard noted that although the higher proportion of staff registering for car
parking suggest they may be a key focus for future travel measures, the fact is
that the problem periods in the car parks are during term time and the numbers of
students means that both should be targeted.
9/08
Dr Rich questioned the fluctuations in staff registrations over the last few years
and that staff figures vary across the year within the institution. He noted that the
staff headcount figures do not include a number of temporary part-timers. Mrs
Leyland reported that the staff headcount figures had been provided by Personnel
and that figures for registrations didn’t include ‘others’ such as Bank employees
and Students’ Union staff.
10/08
Agreed
Mrs Leyland and Mrs Hobson to examine exactly what figures are being
compared.
11/08
Noted
Dr Iacovou noted that it would be useful to have a further column indicating
numbers of students living off campus and the proportion registering since those
on campus were not eligible to register for car parking.
12/08
In response to the staff registration fluctuations, Mr Nightingale noted that there
was a significant reduction in 2005/06 when pay and display charges were
introduced. He expressed hope that 2007/08 figures indicate a trend because it is
the first time that alternative initiatives such as the bus pass have been in place.
13/08
FOLLOW-UP TO ILAB REPORT ON EXCEPTIONS TO CAR PARKING
Noted
Mrs Leyland highlighted the main points of the paper. Mr Barnard queried why
the proposed occasional users permit was going from an hourly to a daily rate as
this adds complications for part-timers. He suggested it be revised to an
equivalent hourly rate of 25 pence. He also queried whether it was worth
distinguishing between part-timers and full-timers given that there is a maximum
value on the parking permit.
14/08
Agreed
Committee agreed to accept in principle a distinct system for occasional users
which is structured in a way that is the least demanding, resource-wise in terms
of administration and time, and taking into account the principles of fairness and
practicality.
15/08
16/08
Action
Mrs Leyland and Mr Nightingale to work out the details for the occasional users
together with the details for students on work placement and external volunteers.
Arrangements for the latter two priority groups will be done on an adhoc basis, to
operate smoothly and fairly and be exactly recorded.
CYCLING AT ESSEX
Noted
Ms Harrup clarified that a bid was being submitted for Colchester to be a ‘cycling 17/08
demonstration town’.
Dr Rich noted that the Research Park related timings for the Colchester campus
cycle strategy needed updating.
18/08
Mrs Leyland reported that the cycle to work scheme should ideally be beginning
19/08
at the start of the summer term. With approval now from the Committee for the
occasional users car parking, she could proceed to set up the online system and
people would be able to go out to stores and select their bikes and equipment.
Ms Harrup clarified that people could use any cycle store having a franchise with
Cyclescheme. In Colchester, the stores were Thomas’s and Colchester Cycles.
Dr Iacovou raised the issue that ISER had been unable to use the pool bike
because of insurance issues and wondered if the insurance for the cycle to work
scheme would cover for pool bikes. Ms Harrup stated that Cyclescheme
recommended that individuals be responsible for insuring their bicycles so the
pool bike would not therefore be covered. Essex County Council’s pool bikes are
covered under their pool car insurance. Dr Iacovou reported that if the pool bike
were used solely for University business, then it would be covered by the
University’s current insurance but not if there was travel to home involved. For
ISER, it was difficult to use the bike solely for University business. It was
suggested that this should be discussed further with the University’s Insurance
Accountant.
20/08
PAYMENT AND ENFORCEMENT OF PARKING FEES
Noted
Mr Nightingale highlighted the main points of his paper. He asked Committee if
the University outsourced clamping, was it prepared to forego income from
clamping noting it is minimal at present. It was pointed out that a lot of initial
revenue (£10,000 -15,000) had been invested in training for clamping so
outsourcing would also forego the investment.
21/08
Committee discussed clamping at length and outsourcing it. Mr Nightingale was
of the opinion that a year of proper clamping starting in August was required to
establish a new culture in car parking compliance. Whilst there were no direct
costs of outsourcing, there would be costs associated with the discretion of
clamping and dealing with appeals. It was acknowledged that there were internal
problems in the management of the current clamping system. A management
buyout might provide a sensible solution.
22/08
Action
Professor Temple and Mr Nightingale to explore further the failures of the
current internal system with input from Mr Barnard.
23/08
Noted
Mr Nightingale asked Committee what would be a reasonable maximum length
of time to release a vehicle and two hours was suggested, although no firm
agreement made regarding overnight release.
24/08
Action
Mr Nightingale was asked to pursue the issue and propose specific measures for
improving the service.
25/08
CAR PARKING CHARGES 2008/9
Noted
Mrs Leyland highlighted the percentage rate increases proposed for the different
categories of car park users. Whilst the proposed rate increase to 10p an hour in
2009/10 reflects a 100% increase, it is impractical to do it in other than 5p
increments. Mr Barnard spoke against the increase and stated that his union
members would want to know what the University has done with the money
collected.
26/08
Action
Mrs Leyland to compile a table of projects completed and funded from the
Transport Fund to be available on the web.
27/08
Noted
Whilst there is currently money in the fund for projects, Professor Temple
emphasised that in the wider environmental context, the University needs to be
generating income to support green measures and deter car use. Mr Nightingale
noted that construction costs in the previous period had gone up by 25% and that
schemes were now being proposed that required significant sums of money.
28/08
Committee discussed visitors’ rates, registration fee rates and the proposed
increase to 10p an hour i.e. from 40p to 80p per day as well as a reduction in the
time period from 9a.m. to 4p.m. to offset the higher charges. Dr Iacovou asked
whether there might be a linkage between car parking charges and the cost of
public transport bus tickets, stating that a number of cities are moving toward that
model. Ms Harrup also noted that other Colchester 2020 Travel Plan Club
members were looking to raise their parking charges to £1 per day.
29/08
Agreed
Committee approved the proposed car parking charges for 2008/9 and noted the
proposal to increase the hourly rate to 10p an hour in 2009/10.
30/08
Action
Committee agreed to explore revising the staff registration fee to 0.2% of salary
(given that staff will also have the option of choosing the ‘occasional users’
permit and the percentage increase impacts less on lower paid members of staff)
than a step change in the pay and display rate, and reducing the hourly period in
exchange for increasing the pay and display charges.
31/08
USE OF CAR PARKING INCOME 2008/9
Noted
Agreed
Action
Mrs Leyland updated Committee on notional costs for three of the security 32/08
related items. The Chair requested Committee to prioritise the list of items
proposed, 1 being high, 2 medium and 3 low. The results and comments are
attached to the minutes. Costs associated with the Transport Policy Coordinator
and Colchester 2020 Travel Plan Club were excluded from the exercise.
The total for priority 1 & 2 schemes is £160,650. Committee approved funding
33/08
for the priority 1 & 2 projects provisional on the confirmation that there is a
carryover from 2007/8 of £93,000.
Mr Barnard questioned the progress on the North Towers motorcycle shelter.
Mrs Leyland to check.
34/08
ANY OTHER BUSINESS
None
35/08
DATE OF NEXT MEETING
Noted
Wednesday, 9th July 2008, 10.00 am
36/08